Administrator: Acquisitions

2 weeks ago

Midrand, Gauteng, South Africa Construction Education & Training Authority Full time

JOB PURPOSE AND PROFILE


To provide administrative support to the Acquisition Management unit to ensure the effective and efficient running of the business unit, provide superior client service and to support the CETA in the execution of the overall strategy.


RESPONSIBILITIES:

  • Work with the Officers and Specialist to prioritise an agenda and focus on the most important issues and opportunities within the business unit.
  • Develop, maintain and update the business unit's annual meetings planner.
  • Coordinate the business unit's meetings and preparation and ensure that all invitations, logistics, minutes and relevant agendas and material are provided.
  • Assist in the coordination of relevant workshops, bid committee meetings and other events as required within the business unit.
  • Attend key meetings as directed by the team with the purpose of ensuring followup and execution on identified actions.
  • Provide input and formulate business presentations in consultation with the team.
  • Order, receive, verify, store and maintain an accurate inventory of office supplies as required.
  • Perform special projects as required in the business unit, including the review, research, summarization and analysis of information.
  • Provide support on the CETA's special projects, campaigns and events.
  • Support the development of highquality templates and tools to assist with the effective management of and continuous improvement within the business unit's process efficiencies.
  • Provide administrative support in quality assurance activities to ensure that the business achieves its tactical work plan goals.
  • Respond to routine queries and escalate higherlevel requests to the relevant staff in the business unit as required.
  • Prepare nonroutine and routine correspondence and proofread relevant documents before circulation.
  • Ensure the effective and efficient management of document flows and the retrieving and archiving of information in a confidential manner.
  • Assist with the coordination and compilation of reports for the business unit for review and submission.
  • Assist in the capturing of relevant information and maintaining the database for the business unit, ensuring data integrity.
  • Assist in the compilation, coordination and verification of relevant invoices and supporting documents for the business unit for submission to the Finance business unit
  • Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
  • Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
  • Support and provide evidence to all internal and external audit requirements.
  • Maintain quality risk management standards in line with relevant requirements.
  • Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
  • Review related Standard Operating Procedures in consultation with the Specialist: Acquisition Management to ensure business optimisation.
  • Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
  • Contribute to the review and update of the CETA policies and procedures (all staff)
  • Prepare and submit to supervisor accurate complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
  • Ensure all work performed is backedup regularly as per ICT polices onto the CETA electronic servers.
  • Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
  • Contribute to the risk maturity levels at the CETA.
  • Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
  • Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
  • Build and maintain relationships with all CETA officers including EXCO, for the purposes of expectations management and knowledge sharing.
  • Provide advocacy on matters related to the business unit to make informed decisions.
  • Represent and participate in the organisation's committees and tasks teams when required.
  • Convene and attend meetings and present findings and business cases to relevant stakeholders when required.
  • Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders.
  • Attend industry related forums, conferences and workshops to gain industry insight for the purpose of business improvement.
  • Attend and address all stakeholder queries timeously and effectively.
  • Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
  • Ensure that onthejob training, learning and development is taking place.
  • Share and play an effective role in ensuring that teams assist in achie

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