The Business Unit Administrator (BUA) is responsible for providing comprehensive administrative support to the Head of Department and the department’s team members, ensuring smooth and efficient operations. This role involves coordinating and managing day to-day administrative tasks, maintaining records and documentation, handling correspondence, organizing meetings, and supporting the department’s projects.
The BUA acts as a key support function to increase department efficiency and enhance workflow processes.KEY RESULT AREAS &
RESPONSIBILITIES
- Administrative Management: -
- Maintain and organize department records, both digital and physical, ensuring proper filing and accessibility.
- Oversee general office administration, including document management, printing, scanning, and correspondence distribution.
- Develop, implement, and refine administrative procedures to improve efficiency.
- Communication & Correspondence: -
- Serve as the primary point of contact for internal and external communication within the department.
- Handle incoming and outgoing correspondence, including emails, phone calls, and written documentation.
- Maintain professional communication and follow-up on pending matters with internal and external stakeholders.
- Meeting & Event Coordination: -
- Schedule and coordinate internal and external meetings, ensuring all necessary arrangements are in place.
- Prepare meeting agendas, take detailed minutes, and track follow-up actions.
- Assist in planning and organizing department events, conferences, and off-site events.
- Ensure meeting rooms and required materials are set up appropriately prior to meetings.
- Data Management & Reporting: -
- Perform accurate data entry, extraction, and analysis for departmental reporting.
- Assist in preparing reports, presentations, and summaries as required by Line Manager.
- Ensure proper documentation of invoices, purchase orders, and expense reports, maintaining accurate financial records.JIRA Task Management: -
- Utilize JIRA to manage departmental tasks, including opening, updating, assigning, and closing tickets.
- Track progress on assigned tasks and ensure timely completion of outstanding actions.
- Maintain an updated department to-do list in JIRA.
- Act as the point of contact for JIRA-related queries within the department and assist team members in using the platform effectively.
- Project & Task Coordination: -
- Support department projects by assisting in coordination, communication, and administrative tasks.
- Maintain department task logs, track progress, and ensure timely follow-ups on outstanding deliverables.
- Facilitate cross-department collaboration by acting as a liaison between teams to ensure smooth execution of joint tasks.
- Keep track of work progress and highlight any constraints or pending items requiring escalation.
- Other Tasks: -
- Manage travel arrangements and accommodations for HOD and/or department staff when required.
- Ensure the submission of business expense claim forms to HR and related invoices for reimbursement.
- Utilize the HR system for logging leaves, approving requests on behalf of the Head of Department, and following up with team members on leave submissions.
- Utilize the IT service system to open tickets and manage IT-related matters within the department.
- Perform any other duties assigned by the CEO/Head of Department/Line Manager to support the team and the department’s objectives.
