Personal Assistant: Bio-innovation

3 weeks ago

Pretoria, South Africa Watershed Consulting Full time

To render a secretarial support service to Senior Manager(s)-month Contract

12-month contract

**Requirements**:
Secretarial Diploma or equivalent Qualification

3 to 5 years’ experience in rendering a support service to Senior Management

Language skills and the ability to communicate well with people at different levels and from different backgrounds

Good Telephone etiquette

Computer literacy

Sound Organizational skills

Good people skills

High level of reliability

Written communication skills

Ability to act with tact and discretion

Ability to do research and analyse documents and situations

Good grooming and presentation

Self-management and motivation

Knowledge of the relevant legislation/policies/prescripts and procedures

Basic knowledge on Financial Administration

***

**Key responsibilities**:
**Provides a secretarial/receptionist support service to the Manager**:

- Receives telephone calls in an environment where, in addition to the calls for the Senior Manager, discretion is required to decide to whom the call should be forwarded. In the process the job incumbent should finalize some requirements
- Performs advanced typing work
- Operates and ensures that office equipment for example fax machines and photocopiers are in good working order
- Records the engagements of the Senior Manager
- Utilizes discretion to decide whether to accept/decline or refer to other employees’ requests for Meetings, based on the assessed importance and urgency of the matter
- Coordinates with and sensitizes/advises the Manager regarding engagements
- Compiles realistic schedules of appointments

**Renders administrative support services**:

- Ensure the effective flow of information and documents to and from the office of the Manager
- Ensures the safekeeping of all documentation in the office of the Manager in line with relevant legislation and policies
- Obtains inputs, collates and compiles Reports for example:

- Progress reports
- Monthly reports
- Management reports
- Scrutinizes routine submissions/reports and makes notes and/or recommendations for the Manager
- Responds to enquiries received from Internal and External Stakeholders
- Drafts documents as required
- Does Filing of documents for the Manager and the Unit where required
- Collects, analyses and collates information requested by the Manager
- Clarifies instructions and notes on behalf of the Manager
- Ensures that Travel arrangements are well coordinated
- Prioritizes issues in the office of the Manager
- Manages the Leave register and Telephone accounts for the Unit
- Handles the procurement of standard items like Stationery, Refreshments etc. for the activities of the Manager and the Unit
- Obtains the necessary signatures on documents like procurement advice and monthly salary reports

**Provides support to the Manager regarding Meetings**:

- Scrutinizes documents to determine actions/information/other documents required for Meetings
- Collects and compiles all necessary documents for the Manager to inform him/her of the Contents
- Records minutes/decisions and communicates to relevant role-players, follow-up on progress made
- Prepares briefing notes for the Manager as required
- Coordinates logístical arrangements for Meetings when required

**Supports the Manager with the Administration of the Manager's Bud**get**:

- Collects and coordinates all the documents that relate to the Manager's Budget
- Assists Manager in determining funding requirements for purposes of MTEF submissions
- Keeps record of expenditure commitments, monitors expenditure and alerts Manager of possible over - and under spending
- Checks and correlates BAS reports to ensure that expenditure is allocated correctly
- Identifies the need to move funds between items, consults with the Manager and compiles draft memos for this purpose
- Compares the MTEF allocation with the requested Budget and informs the Manager of changes
- Remains up to date about the prescripts/policies and procedures applicable to his/her work terrain to ensure effective support to the Manager

**Job Type**: Contract

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