Executive Pa and Administrator

2 weeks ago

Pretoria, South Africa HSRC Recruitment Full time

**Job Advert Summary**:
AISA leads and coordinates the HSRC’s engagements in Africa. It, therefore, acts as a catalyst for research and implementation support across the continent. AISA also undertakes basic, applied policy-relevant and comparative research. The Institute also seeks to build capacity and provide policy advice and implementation support to advance the HSRC’s own Africa Research Partnership and Collaboration Strategy as well as South Africa’s African Agenda, DSI’s Africa Strategy, SADC’s Regional Indicative Strategic Development Plan 2020-2030 (RISDP), the African Union’s Agenda 2063, and the key frameworks of the United Nations (SDG’s, UNSCR 1325). It collaborates with a range of national, continental, and international governments, as well as multilateral institutions, research institutes, universities, and civil society organisations in order to achieve its objectives. The Africa Institute of South Africa in the HSRC wishes to appoint an Executive PA & Administrator.

**EXECUTIVE PERSONAL ASSISTANT & ADMINISTRATOR**

**(Ref. Exec PA AISA 08/23)**

**Permanent 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 Executive Head in AISA
- Coordination and facilitation of the Executive Head’s diary
- Initiate all travel arrangements for the Executive Head and staff at AISA
- Initiate all procurement needs for the Executive Head via internal systems and processes;
- Manage the flow of documentation and inquiries to and from the Executive Head’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 on 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 Executive Head’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 AISA Executive Head, Divisional Executives, and staff within the research and shared services functions.

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