Administrator
6 months ago
- Provide administrative support for the JET Office Secretariate, Programme leads and other specialist staff.
- Possible for providing administrative support to the team to ensure efficient running of the office.
- To assist the team through planning and coordination of information in order to optimize workflow procedures in the team.
- To be the point of reference for all queries, requests or issues and be an integral part of the unit.
- Serve as personal administrator to Programme leads (if required)
QUALIFICATIONS:
- Matric
- NQF 6 qualification or higher in relevant field (Commerce, Social Science)
INTERNAL / OPERATIONAL PROCESSES
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- Preparing agendas for meetings (7 days before meetings)
- Preparing and sending out meeting minutes (within 7 calendar days of meetings)
- Assisting with preparation of annual meeting calendar(s).
- Coordinate diaries internally and externally to achieve meetings set out by the meeting calendar.
- Assisting Secretariate and program leads with managing their calendars and itinerary for meetings
- Administrative support for travel claims, internal and external meetings, events
- Undertakes ad hoc functions associated with meetings, contracting, governance,
- Preparation of documents for internal and external distribution which incl. not limited to grammar and spelling, formatting, printing, binding etc.
- Undertakes ad hoc functions associated with meetings, contracting, governance,
- Preparation of documents for internal and external distribution which incl. not limited to grammar and spelling, formatting, printing, binding etc.
- Continually improves the service provided to internal and external stakeholders
- Support Workstream lead organisations with admin functions, if required.
- Assist in the preparation of presentations for meetings Maintain mailing lists and data base of stakeholders
- Supports technical expert panels/advisory bodies with admin functions
- Assist with any procurement related activities required by the Programme
- Assists with preparation work for COP
- Assist programme office staff to prepare for conferences and meetings
- Assist programme office with events and functions
- Manage stationary and office related material
- Ensure that both manual and electronic filing system is up to date including saving on Docupedia or any applicable filing system.
- Ensure that an accurate database of all stakeholders is maintained and is up to date including, contact numbers, contact persons, physical and postal addresses, e-mail addresses
- Carry out any other ad-hoc activities including capturing requirements and any other administrative duties effectively and efficiently.
- Efficient and Service Excellency to be provided to both internal and external stakeholders
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TECHNICAL/FUNCTIONAL COMPETENCIES
- MS 360 suite (MSword, MSExcel, MSPowerpoint, MSTeams)
- Other virtual meeting platforms (Zoom, Google, etc.)
- Data management and dashboards
- Attention to detail
- Excellent time management
- Ability to multi-task
- Good verbal and written communication skills
BEHAVIOURAL COMPETENCIES
- Interpersonal skills
- Good ethics, integrity and high level of professionalism
- Confidentiality
- Organized and persistent, with drive and determination to achieve goals.
- Effective, versatile and action-oriented.
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CUSTOMER FOCUS STAKEHOLDER MANAGEMENT
- Provide professional administrative support to the team,
- Provide an efficient customer service to both internal and external customers
LEARNING, LEADERSHIP PEOPLE GROWTH
- Take ownership for own personal development.
- Solutions Driven, Accountability and Innovativeness
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