Job Description

Administrative Support for ATM Department

Ensure excellent communication levels with manufacturers and suppliers Manage emails, and daily schedules to ensure optimal use of available time at work Updating of leave planners of all ATM staff and the duty shift roster Provide all the administrative support to the section heads/managers such as; budget monitoring, leasing with other BU, managing contacts database, managing internal KPIs, and preparing reports accordingly. Support the audit process and related documentation Ensure all interdepartmental documentation is managed properly Oversee the requisitions of office equipment and stationery for the ATM department Implement a document retention policy for legal compliance and organization

Communication

Effectively communicate with internal and external parties by preparing memos, letters, faxes, etc. as advised by the management team of the ATM Department.

Record keeping and Archiving

File and archive job cards, documents, files, emails, and any other correspondence about ATM function. Record keeping of technical manuals for the ATM department Maintaining accurate records of all documents (reports, memos, etc.).

Monthly Reports / Minutes of Meetings

Ensure timely and accurate preparation of monthly reports in line with the requirements of ATM function. Compile all minutes of meetings, and monthly and annual summary reports for the ATM department

Coordination

Liaise with internal managers and team members to finalize ATM projects

Visits and Familiarisation Travel

Organise visits and meeting rooms within the SZC facility Organise and coordinate SZC staff visits to other similar facilities Assist and coordinate the familiarization trips SZC CNS team.

Reporting

Ensure that all functional reports are prepared timely and accurately and meet GCAA requirements and quality standards.

Health, Safety and Environment within GCAA

Ensure compliance with all relevant health, safety, quality, and environmental management procedures and controls to guarantee employee safety, legislative compliance, delivery of high-quality products/services, and a responsible environmental attitude as per IMS available standards

Other Tasks/ Accountability

Perform additional tasks relevant to the role/area of expertise as requested by the management to be able to achieve the objectives/commitments.

KNOWLEDGE AND EXPERIENCE:

Diploma or equivalent, from a recognized institution with 2 - 3 years experience in administration, preferably in the aviation field.