Executive Personal Assistant and Administrator

13 hours ago

Cape Town, South Africa HSRC Recruitment Full time

**Job Advert Summary**:
In delivering ‘social science that makes a difference’ in South Africa and the region, the Research Units of the Human Sciences Research Council initiate and undertake policy-oriented research projects and programmes from its offices in Cape Town, Durban, Pietermaritzburg, and Pretoria. Its public-purpose mandate is set out in the Human Sciences Research Council Act of 2008.

The main function of the HSRC is research and the effective communication of its research findings in support of efforts to effect social improvement. The Deputy CEO for Research (DCEO: R) provides leadership and strategic oversight of the activities of the various research divisions, centres and units in the HSRC. These include the Africa Institute of South Africa (AISA), Centre for Science, Technology and Innovation Indicators (CeSTII), Inclusive Economic Development (IED), Human & Social Capabilities (HSC), Developmental, Capable & Ethical State (DCES). The ODCEO: R also has the direct responsibility over HSRC Publishing and the e-Research Knowledge Centre (e-RKC).

Centralised functions in the ODCEO:R include serving as a coordinating platform to support strategic planning, performance management and reporting, institutional initiatives, professional grant management and a commitment to quality, ethics and excellence in all aspects of the research endeavour.

**EXECUTIVE PERSONAL ASSISTANT & ADMINISTRATOR: OFFICE OF THE DCEO: RESEARCH**

**(Ref. Exec PA ODCEO-R 02/22)**

**5-year Contract**

**Minimum Requirements**:

- A degree or diploma in Administration or related fields;
- A minimum of five years proven experience as a high-level executive PA;
- Proven experience relevant to the duties as described above;
- Proficiency in English, with excellent written and verbal communication skills;
- Competence and efficiency in utilizing HSRC systems (i.e., e-Workflow, VIP-ESS, RMS, etc.).
- The ability to function independently and under pressure;
- High level of integrity and professionalism to liaise with top-level stakeholders and perform duties in a sensitive and confidential manner;
- Excellent time management and prioritization skills;
- A commitment to excellence, attention to detail and meticulous and accurate execution of tasks;
- Must be able to work in a diverse and multi-cultural environment.

**Duties and Responsibilities**:

- Provide top-level secretarial and administrative support to the DCEO and office of the DCEO,
- Coordination and facilitation of the DCEO’s diary,
- Initiate all travel arrangements for the DCEO and staff in the Office of the DCEO
- Initiate all procurement needs for the Office of the DCEO via internal systems and processes;
- Manage the flow of documentation and enquiries to and from the DCEO’s office, appropriately routing as much as possible to other relevant parties to handle,
- Facilitating the logístical arrangements in respect of meetings, events, travel and accommodation,
- Interact and liaise with a broad spectrum of stakeholders, in particular senior management colleagues, on a range of issues in a confident and assertive manner,
- Keep track of a rolling to do list and follow up delegated tasks,
- Liaise with SCM on financial and procurement issues,
- Screening of incoming correspondence to prioritize and assess for further action;
- Preparation and editing of letters, memoranda, spreadsheets and other documents prepared for the DCEO’s endorsement;
- Preparation of agendas and materials for meetings; minute taking and record keeping of proceedings,
- Establishment and maintenance of filing and record management systems,
- Liaising between DCEO, Divisional Executives, and staff within the research and shared services functions.

**APPLICATIONS**:
A cover letter of motivation indicating your suitability and goals for the position.

A detailed CV, as well a certified ID copy.

Please note that applicants may be required to complete a written test pertaining to this position.

**Application Instructions**:
Attachments must be less than 1MB, there is an on-screen option to resize.
- The HSRC is committed to accelerating the improvement in the proportion of its staff complement who are SA Citizens, black, female or disabled._

**The HSRC reserves the right not to make an appointment.**

**APPLICATIONS FROM RECRUITMENT AGENCIES WILL NOT BE ACCEPTED

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