MAIN PURPOSE OF POSITION:

We are looking for a dedicated, detail-oriented, and proactive Business Administrative Assistant to support our IBM Africa Product manager and account manager team. This role involves managing a variety of administrative tasks related to IBM Pricing tools, Training and Certification, Marketing support, Shipping, CRM management and renewal duties. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a commitment to maintaining confidentiality and superior customer service.

IBM Administrative assistant Job Duties and Responsibilities.

Administration

• Assist the IBM Africa Product Manager with backend office tasks and daily operations as directed.
• Help allocate tasks and jobs among team members, tracking progress and ensuring timely execution.
• Maintain task and job schedules, supporting the implementation and improvement of systems and processes to enhance team productivity.
• Act as the liaison between the IBM Brand and internal shared services stakeholders, fostering effective communication.
• Ensure data integrity through regular updates, data entry, and maintenance of systems.
• Uphold confidentiality of client and partner information at all times.
• Develop and maintain strong partner relationships through exceptional customer service.
• Ensure shipping and handeling runs smoothly with each order.
• Assist Brand team with IBM SW and TLS renewals.

 Training and Certification

• Administer and maintain training records, including trainee lists, schedules, and attendance for internal and external stakeholders.
• Generate reports on training programs, registrations, attendance rates, and certifications.
• Serve as the point of contact for training and certification inquiries, resolving issues promptly.
• Compile and submit comprehensive reports on training and certification activities and outcomes.

Marketing Support:

• Provide fact-checking, copy-editing, and formatting assistance for mailers, coupons, website content, and promotional materials.
• Collaborate closely with the internal marketing department and relevant stakeholders to support marketing initiatives.
• Prepare marketing reports and maintain the IBM Brand contact database.
• Analyze and report on feedback from questionnaires and other assessment tools to enhance marketing strategies.

CRM Administration:

• Enter pricing accurately and confirm that it is pulling through and calculating correctly.
• Maintaining accurate and updated data on Accpac that is related to this role. Essentially ensuring that CRM data pulls through correctly and Accpac info is relevant.
• Collaborate with Brand to agree on the pricing methodology that should be captured on Accpac.
• Process and update the T&Cs of quotes on CRM.
• Work and strategize around evolving CRM.
• Maintaining training material / SOPs for the different systems and departmental processes.
• General maintenance of the systems.
• Provide training to users.
• Attend to CRM dashboard queries with sales and the accuracy of the data that is presented
• Understanding of the Vendor operational processes to ensure alignment of FD pricing models.
• Understanding of the Accpac and CRM systems to ensure workable pricing models.
• Understanding new projects as we roll them out.

 REQUIREMENTS:

Internal training associated with competencies:

• During the first week of your employment, you'll be presented with a meticulously crafted learning map designed to seamlessly guide you through your on-the-job training experience.

 Requirements

• Previous experience in an administrative role, preferably within a technology or distribution environment.
• Previous Marketing and or Training administration experience is desirable but not essential.
• Proficiency in Microsoft Office Suite at expert level – essential.
• Very strong word-processing, spreadsheet, and presentation skills – essential
• Excellent verbal and written communication skills – essential

 Skills and Abilities

• Strong Self Motivational and Empowerment skills.
• Strong Communication Skills.
• Strong Relationship and Self-Management Skills.
• Takes Initiative.
• Works well with all kinds of people.
• Remains calm under pressure.
• Proven account management or other relevant experience
• Demonstrated ability to communicate, present, and influence credibly and effectively at all levels of the organization.
• Excellent time management skills.

 Ability to meet Job Requirements:

• Fluent in English
• Own reliable transport and a valid driver’s license

 Office Requirements:

• Office-based working environment.
• Semi-formal dress code.
• Working hours are from 07:00 – 16:00 or 08:00-17:00 or 09:00-18:00
• Excellent international business language skills (English), both written and verbal.
• Reliable transport to and from the office.

NOTE:

• This is a permanent position subject to a successful three-month probationary period.
• You will be required to perform such duties as reasonably required by the business.
• Your job description may be amended from time to time if it is valid and reasonable.
• You will serve the Company or any Associated Entity in such capacity as management may reasonably require.
• Duties must be performed faithfully, diligently, and to the best of your abilities.
• You agree to use your best endeavours to promote the best interests of the Company and any Associated Entity.
• You may be required within reason, to work outside of set duties and/or perform in more than one role

 Please note that the responsibilities listed below are not exhaustive and may be expanded or modified as necessary to meet the evolving needs of the organization.