Office Management & Administration: Accurate record keeping. Capture data, maintain confidentiality, and ensure safekeeping. Receive and process ATS staff training requests, ensuring that all required documents reach Human Capital. Process staff licenses, ACSA permits for employees and contractors and medicals for staff when required. Order, distribute and control stationery and refreshments as per policy stipulations. Process the medical claims of Air Traffic Controllers when required. Check and respond to e-mails accurately and timeously. Receive and distribute AIP (Aeronautical Information Publication) to stations. Ensure safekeeping of staff licenses as required. Submit staff subsistence and travel (S&T) claims to Payroll timeously. Ensure that monthly overtime for ATS Staff is captured and processed timeously as per Payroll Process. Perform any other administrative tasks as instructed by the relevant manager(s). 

 

Secretarial Services: Arrange all meetings timeously and inform participants properly of the agenda, venue and time Distribute all documentation for meetings timeously, namely agenda, minutes of the previous meeting, presentation, etc. to participants. Ensure that meeting packs are professionally prepared. Take minutes in meetings when required and transcribe. Distribute the minutes of the meetings within seven working days. Ensure that documents are typed accurately and timeously. Arrange travel and accommodation when required to. Process mail, and receive and dispatch couriered packages.

 

Procurement & Finance Management: Submit purchase requisitions for ATS Operations in accordance with the Procurement process. Follow-up on official orders with suppliers. Send all source documents to creditors timeously for payment. Ensure that all monthly contract payments are done. Assist Creditors department with updated monthly statements from suppliers and or any other information needed. 

 

Quality Management: Implement ISO procedures as per the Quality Management manual. Facilitate the review of QMS procedures, directives and instructions. Publish QMS procedures, directives and instructions on the ATNS portal. Update notification of changes to filing indexes. Follow-up on Continuous Improvement Reports to ensure compliance.
 
Stakeholder Relations Management: Develop and maintain sound working relationships with internal and external 
stakeholders. Liaise with and engage relevant stakeholders in dealing with issues and queries and assist with communication to and from the Head’s office. Appropriately attend to incoming and outgoing instructions and responses to and from the Head’s office.