Senior Administration Officer: C&p

3 weeks ago

Pretoria, South Africa Financial Intelligence Centre (FIC) Full time

The purpose of the job is to perform the function of Personal Assistant to the Executive Manager: Compliance & Prevention (EM/CAP), and to facilitate the efficient functioning of C&P Administration Services and of the Office of the EM/CAP, through the provision of a wide range of general and administrative and general support duties of a highly responsible, confidential, and complex nature, and to facilitate the efficient functioning of the CAP Records Management Office, through the maintenance of sound records management and the effective administration, monitoring and oversight of CAP record processes, innovation to support usage, and guide and train staff to facilitate compliance, in the CAP division with the FIC Records Management Policy.
- Personal Assistant to the Office of the Executive Manager: Compliance & Prevention (EM/CAP)- Provide general administrative and secretarial support to EM/CAP.
- Keep and maintain an up-to-date personal contact details of key and general stakeholders.
- Manage internal and external diary requests, and the diary management of EM/CAP.
- Manage internal and external meeting and venue arrangements, including meeting packs, of EM/CAP.
- Timeously facilitate documents daily requiring signature or the attention of EM/CAP.
- Draft internal reports, submissions, correspondence timeously, as required by EM/CAP.
- Draft EM/CAP performance agreement and assessment formats, and skills development approval, as required by EM/CAP.
- Proof-reading and quality control documents on behalf of EM/CAP.
- Ensure confidential CAP Case File movement between EM/CAP and Office of Director, CAP Management and staff, and CAP strong room.
- Bind and e-register knowledge resource material and retrieve material, on request.
- Provide timeous domestic and international travel support service to EM/CAP, including FIC vehicles, and parking arrangements at external venues.
- Prepare S&T claims of EM/CAP.

Internal and External meeting Coordination and Administration Involving the EM/CAP- Provide secretarial function for CAP Executive (CAP Exco) management and internal CAP meetings with other FIC divisions, and external stakeholders, involving the EM/CAP, as requested, including:
Minute taking at CAP Exco meetings and distribution of minutes and action items.
- Facilitate the timeous holding of CAP Exco meetings as meetings secretary.
- Prepare & provide meeting preparation pack for all CAP Exco members at least two working days before meetings.
- Prepare & circulate CAP Exco members draft minutes taken within 2 working days of any meeting.
- File original meeting minutes according to ROCS (i.e., records other than correspondence), in NARS legislation.
- Preparation of meeting agenda and distribution of meeting packs for meetings.- CAP Records Management Office
- Oversee and run the CAP Records Management Office, as CAP Records Management Officer, with responsibility for the establishment and maintenance of sound records management, through effective administration, monitoring and oversight of CAP record processes, innovation to support usage, and guide and train staff to facilitate compliance, in the CAP division with the FIC Records Management Policy. The CAP Records Management Officer is required to:
- Establish, maintain, and monitor CAP filing systems in terms of Records Management Policy
- Administer, monitor, and oversee the flow of correspondence, files and working materials for the CAP division.
- Ensure all divisional records are correctly created and filed, and securely stored in strong room and correctly stored electronically.
- Establish and maintain a structured records classification systems and record keeping system to ensure information is easily identified and retrieved.
- Ensure that all documents are handled securely and in line with procedures (FIC policies, NARS, and MISS).
- Strictly control CAP Case File movement between EM/CAP and Office of Director, and within CAP division and CAP strong room.
- Administer manual correspondence daily for CAP Case Files in terms of ECM Policy and Procedure, (i.e., create a client record electronically; add number to the AIRI Client File base, create control sheets, number and label each record before it’s filed numerically; file and maintain order in the Strong Room by adhering to the alphabet and the sub-numbering).
- Administer and monitor FIC stakeholder and electronic filing system in CAP.
- Continually monitor effectiveness of CAP stakeholder electronic filing system by checking all electronic records against the AIRI client file; the Compliance Correspondence Register and CTL, record remediation required, and effect necessary corrections & improvements.
- Continually monitor CAP electronic and manual filing systems, Records Management Office compliance by CAP staff, the effectiveness of the CAP File Plan, and hold monthly follow-up discussions with FIC Records Manager to effect necessary corrections & improvements.
- Prepare monthl

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