Technical Office Administrator

2 days ago

Cape Town, South Africa CTICC Full time

**Main purpose of the job**:Maintains the smooth operation of the office through a variety of administrative and clerical duties. To handle office schedules, coordinate meetings and visits, manage organize files, answer phones and perform a huge array of other essential tasks for both the ICT Business Unit.

**Reporting to the**:Head of ICT

**1. Administrative Services**
- Receive and screen phone calls and redirect them when appropriate.
- Design, implement and maintain filing systems, both electronic and paper. When requested, search for and compile requested material from the databases. Tracks office supplies and orders replacements as required. Special focus on documentation pertaining to ICT governance related documentation.
- Ensure that all software, licenses and regulatory licenses i.e. ICASA, SAMRO, SAMPRO are documented, tracked electronically and renewed, well in advance of expiry.
- Organize and maintain the head of departments schedule and assist in planning appointments and meetings, assembling background materials in advance and booking / setting up the meeting space.
- Maintain all filing and documentation pertaining to ICT governance, assisting with the ICT monthly reports working with the team to ensure they are completed monthly with a high-level summary and approved by the Head of ICT.

**2. Support and Co-ordination**
- Assist the team with documenting specifications of goods or services required
- Liaise with suppliers to obtain quotations in line with the procurement policy
- Where tenders with fixed pricing is in place, confirm that pricing is in line with that tendered
- Raise requisitions against the correct budget based on quotations or invoices for management approval, ensuring the supplier receives the purchase order timeously
- Ensure delivery of ordered goods and services, taking action if any are delayed.
- The position will work closely with the Finance Department to ensure that orders are placed against the correct budget, the budget is maintained according to the set framework and invoices are processed timeously.
- In the case of capital (asset) purchases:

- Ensure the ICT budget database is properly maintained, always up to date and absolutely accurate reflecting all details required. Projects to be allocated to the correct budget line and marked as complete once invoiced
- Complete the asset procurement form with supporting information, driving the approval process until complete and a requisition can be placed. Maintaining an accurate hard copy of all documentation is critical
- Coordinate, attend and minute quarterly SLA reviews for all contracted suppliers for both Maintenance and ICT. Quarterly score cards are to be completed, signed and filed
- Maintain both Maintenance and ICT supplier contracts / tender documentation, ensuring relevant information such as contract, appointment letter, etc. is available in a digital format

**3. General Office Administration**

Undertakes specific activities/ tasks associated with the provision of departmental support, by:

- Processing time and attendance information (time in lieu) and forwarding approved schedules to the relevant department for attention
- Track departmental recruitment with weekly updates to identify any delays or opportunities to assist with the process
- Prepare and edit documents and reports, reviews outgoing correspondence for grammar, correctness and completeness, and ensures that appropriate material is attached
- Coordinate inventory / asset database ensuring documentation is up to date and stock takes are completed monthly in conjunction with a member of ICT
- Coordinate cell phone and allocations, contract allocations ensuring records are up to date and allocated accordingly

**Minimum Qualifications and Experience**:

- Matric Certificate
- National Diploma in Business Administration / Office Administration or similar
- Other relevant courses / programs advantageous
- 2 years relevant operational / administrative experience
- Proficient with Microsoft Office suite (Outlook, PowerPoint, Word & Excel etc.)

**Skills and attributes**:

- Excellent communication skills
- Excellent time management skills
- Well-groomed with a vibrant personality
- Stress resistant & flexible with the ability to adapt to change
- Strong management, planning and organizational skills
- Extensive client networking and relationship building skills
- Able to provide clear and effective communication of ideas, processes and targets
- Negotiation and financial processing skills
- Reporting skills
- Innovative thinker

**The CTICC has adopted a Mandatory COVID-19 Vaccination Policy.

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