Administrative Officer

7 days ago

Pretoria, South Africa Embassy of Ireland, South Africa Full time

**Administrative Officer - Logistics position at Embassy of Ireland, Pretoria**
- **Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.**_

The Embassy of Ireland, Pretoria is seeking to recruit a locally engaged position as Administrative Officer - Logistics for the Department of Foreign Affairs.
- **About the position**_

The Administrative Officer - Logistics will assist Embassy Pretoria to support the Government of Ireland’s participation in South Africa’s presidency of the G20 in 2025.

**The key responsibilities of the position include but are not limited to**:

- Assist with coordinating official visits by Irish ministers and officials and the Ambassador during the G20, including arranging meetings, preparing programs and providing logístical support for visits to multiple cities across South Africa.
- Booking of flights, transportations and accommodation for delegates
- Carry out any additional responsibilities that may be assigned by the Line Manager or the Ambassador from time to time
- Arrange the registration of all the Irish delegates on the G20 e-registration portal.
- Collect necessary personal information from Ireland’s G20 delegates.
- Assist in the preparation, printing and copying of briefing material
- Assist in managing security as needed for G20
- Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times during the period
- Ensuring the confidentiality and security of files and filing systems
- Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary company news and information
- Other duties as required from time to time and directed by the Ambassador and Deputy Head of Mission as necessary.
- Grade 12 education with a Diploma or higher in Business Administration/Office Management or other relevant area
- Minimum of three (or five) years’ experience in general office administration
- Project management skills
- Comprehensive knowledge of both spoken and written English. A test will apply.
- Excellent interpersonal and communication skills
- Excellent Organisational Skills
- Excellent Management & Delivery of Results
- Advanced communication skills, with the ability to quickly distil and synthesise complex information in writing
- Very high degree of personal integrity and trustworthiness

**Desirable**:

- Previous experience in an Embassy or other international organisation
- Experience in Administration and Logistics
- Experience in the procurement process
- Tactful negotiation skills and the ability to work independently and as part of a team

**Terms and conditions of employment**:

- Monday to Friday, 37 hours per week, with standard office hours from 08h00 to 16h30;
- The salary for the position is **ZAR 21 928.63 per month** paid locally on a weekly basis (This salary is fixed and not negotiable).
- Start date**:January 2025**. A 6 month probationary period will apply.
- Benefits: Medical Aid;
- The position will require regular out of hours work in the evening/at weekend. This will be agreed in advance.

**Application Process**

**Applications that do not address the key responsibilities and qualifications/experience will not be considered.**

**Applicants are required to hold South African citizenship, permanent residency, or the requisite work permit for South Africa.**

**Applications must be received before 17h00 on 06th January 2025**

**Selection Process**:

- A skills test may form part of the interview process;
- A second round interview may form part of the interview process; and
- It is planned that interviews will be held in person

**General Data Protection Regulation**:
All personal information received will be kept in line with GDPR guidelines.

**Security Clearance for Local Staff**

Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.
- **Please note that canvassing will disqualify applicants.**_
- **The Embassy of Ireland, Pretoria is committed to a policy of Equal Opportunity.**_

**Job Type**: Temporary
Contract length: 11 months

Pay: R21 928,63 per month

**Education**:

- Certificate (required)

**Experience**:

- Administrative Officer: 3 years (required)

Application Deadline: 2025/01/06
Expected Start Date: 2025/01/15

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