Business Support Officer

The Business Support Officer will be responsible for providing all the necessary project specific and administrative support to the Business Manager and Operations team, enabling them to effectively deliver the programme of projects on time and meeting the needs of the organisation. High-energy, motivated individual who combines strong program and project management skills with business and technology acumen for this position. The role will require excellent verbal and written communication and organizational skills and will involve liaising with at all levels internally as well working externally with external contractors and vendors.

Project Monitoring: Reporting to the Senior Business Support Officer , tasks involved monitoring project plans, schedules, work hours, organizing and participating in meetings. Maintain communication with the Business Manager and the Operations Manager on matters related to the project.

Administrative and Client Services: Make travel arrangements for the operations team, client, and stakeholders, including scheduling flights, and ground transportation, booking accommodations and handling any other trip-related task. Ensure all project administrative activities are coordinated effectively. Communicate with various departments to keep everyone on board about any changes to the project plan. In addition, they organize reporting, plan meetings, and provide itineraries and updates.

STRATEGY:

Support the Executive & Operations team with, task execution, calendar management and organizing business and virtual meetings, organizing project timelines.

Coordinates with the Executive Assistant to the Board of Directors travel itineraries and booking of meeting venues.

EXECUTION

Create and maintain project plans and related project documentation as required

Identify and escalate potential project issues/risks to ensure project remains on track

Ensuring project deadlines are met.

Determining project changes.

Schedule tasks, deadlines and milestones for operations team and stakeholders in alignment with the project target

Communicate project related issues to the team on a regular basis to immediately

resolve issues and identify potential problems before they occur

Support and assist in key projects and initiatives of the Group and the company

Work as part of a high-performing team, supporting and helping colleagues and Team Lead, as required

Works with the Senior Business Support Officer on documentation of process workflows

Compile reports about incidents, events, or updates about important issue for the project

Assist and coordinate with Technical Staff and Advisors on proper filing and documentation of daily reports, receipts, and invoices after each fieldwork.

Prepare and arrange project start up plans and update templates as necessary.

Recommends course of action and implements as approved.

Documents system operating procedures and update processes to ensure smooth functioning and efficiency in accordance with the businesses systems development SOP.

Provide assistance and guidance to the team with travel, accommodation, and logistics.

Responsible for planning, preparing cost on travel and accommodation requirements for a project to be submitted to finance team

Provide support to Finance team for preparation of expense receipts, supporting documents in relation to the project.

To follow-through on any requests that have been processed, ensuring they are fulfilled by other teams

PEOPLE

Responsible for reviewing and updating employee records in our recruitment software.

Provide accurate and efficient processing of reservations or support work relating to mileage redemption, issuing of tickets, and effecting changes to schedules

Resolve travel issues, complaints, and refunds.

Assist team members with their inquiries and concerns via phone, chat, or e-mail

Provide reminders to employees on upcoming compliances requirement

COMMUNICATION

Serves as a direct point of contact for the staff and members of the project team and facilitate communications

Support and assist with all stages of the project activities includes distributing travel itineraries, confirmation of booking and accommodation and all-important information about the project (i.e. Mobilisation, Demobilisation, Fieldwork requirement and activity)

Prepare and send communication on changes on a project itinerary

Serves as the administrative coordinator for the department; provides liaison, coordination, and follow-up with other work units as directed by the superior

Experience in using Project Management platforms (ie Asana, Harvest, etc)

Technology savvy: Microsoft Office programs including Teams, video conferencing tools, and comfortable working in a cloud environment

Experience in using Presentation Software (ie. Canva, Lucid Chart, etc)

Background in recruitment and onboarding preferred

Experience in system development and implementation

Excellent track record of customer/client-facing roles.

Experience in handling multiple priorities and meet tight deadlines with minimal supervision

Experience with customer service / travel and logistics in a BPO setting is an advantage

Must have executive/administrative assistant experience for at least 5 years.

Must have high-level attention to details

Excellent written and verbal communication and organizational skills are essential

Time management skills

Strategic partner, trusted confidant, problem solver

Remains patient and focused

Solution-Focused

Forward thinker, responds well to coaching and feedback

Can treat the business as if it's his or her own

Self-driven with High Integrity and Self-discipline

Proactive, asks questions

Gets things done, can think on their feet

Values Teamwork, Reliability and Commitment