Executive Secretary-Transnet

4 weeks ago

Johannesburg, Gauteng, South Africa Jobking Full time
This advert is open for application by external applicants.

Equity Statement :
Preference will be given to suitably qualified Applicants who are members of the
designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating
Division.

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(Completed Curriculum Vitae to be submitted)

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before the closing date of the advertisement.

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Position Title :
Executive Secretary

Employee Group :
Permanent

Department :
Port Operations

Location :
Johannesburg

Reporting To :
Chief Operations Officer

Grade Level :
G

Reference Number :

Position Purpose :
Ensuring effective operational functioning for the office of the Chief Operating Officer by administering all submissions,

correspondence received, required responses, managing and maintaining all administrative processes. Ensuring a high level

of confidentiality and discretion.

Position outputs :
o Manage the effective administration for the office of the Chief Operating Officer through the following (not all inclusive):

Maintaining of an efficient document management, control and tracking system,

Proactive diary management,

Meeting scheduling, venues / VC arrangements,

Coordination of traveling and subsistence arrangements (including financial arrangements regarding international travelling

which also includes account reconciliation and exchange rate control).

o Responsible to manage Cost / expense control according to budgets, investigate deviances and provide necessary

feedback to COO (including proactive corrective measures if/when required).

o Responsible for Departmental Budgetary composition, arrangements regarding meeting with Boards / board

sub-committees, external companies, relevant stakeholders to COO etc.

o Ensure successful inter-departmental relationships.

o Prepare presentation packs (as and when necessary).

o Suggests policy changes in order to streamline department operations

o Completes the COO`s reports which requires input from all departments and is presented to ELT.

o Provides transcription and dictation of OD ELT meeting minutes.

o Gather, collate, analyse / evaluate and summarise information into an acceptable format for usage by strategic Managers.

o Conduct research on subject matters relevant to the portfolio, eg.

introducing new concepts, technology and best practices for office management

providing credible information regarding competitors, market trends, product analyses, etc

o Management of the COO' s schedule
o Manage and / or refer queries in the absence of COO.

o As an expert regarding office management systems, processes, procedures and control measures, the job holder also

assist lower level of secretarial positions in the implementation of office best practices.

Qualifications & Experience :
Executive Secretarial National Higher Diploma

  • 8 years applicable experience.

Competencies :

Knowledge required:
Detailed knowledge of policies, procedures, principles, standards & processes (Governance, Delegation of Authority,
Procurement, Compliance etc.)
Extensive knowledge in MS Office and Windows in particular.
SAP R3 knowledge.
Ability to work under pressure and meet deadlines
Ability to work with tact and discretion
Archiving and filing systems
Attention to detail
Excellent planning and organizing skills
Exceptional communication skills (written and oral)
Excellent time management

Skills Required:
Exceptional communication skills (written and verbal)
Specific knowledge regarding the Discipline (e.g. Human Resources, Finance, Supply Chain etc.)
Financial Analysis skills
Project Management skills
Conflict management skills
Facilitation and negotiation skills
Report writing skills
Interpersonal skills to engage stakeholders at different levels
Analytical thinking
Conceptual thinking
Strong ethics.

Apply Here

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