Team Assistance

3 weeks ago

Pretoria, South Africa Affirmative Portfolios Full time

**Team Assistance - Pretoria - R261 372.00pa**

**6 Month Fixed Term Contact**

**Purpose**:
To provide secretarial and administrative support service to the team to enable efficient and smooth

operations in the Project Management Unit.

**Responsibilities:
***Telephonic communications administration:
**Assist with telephonic communications including answering, screening processing of

incoming calls, and placing, connecting and record-keeping of outgoing calls

Assist with the development and maintenance of the office contacts directory

File telephone accounts

**Diary and meetings administration**:
Provide appointments and meetings support including assisting with:
setting-up and confirming appointments and meetings, and updating diaries

preparing and distributing daily meetings schedule

Organize meetings and making sure all arrangements are made as follows:
Booking meeting rooms, parking, presentation aids, and catering and refreshments where required

Scheduling meetings on MS teams or via Zoom where applicable

preparing, distributing, and processing meeting invitations, directions and agendas

assisting with the compilation and distribution of meeting packs (hardcopy and/or electronic)

arranging security and transport for delegates from other government and international institutions where applicable

arranging protocol and VIP protection for all officials from international organizations and foreign governments, where applicable

facilitating access to office, and receiving and assisting external and internal visitors and staff

File and archive meeting minutes, notes, agenda, and documents

**Travel support**:
Assist with travel arrangements including preparing travel packs including meetings

itinerary and details and travel documents, schedule and details

Assist with travel reports and travel claims processing and filing

Quality control of all documentation

Implement and maintain version control procedures on all portfolio reports and documentation

Drafting agendas, taking minutes, distributing and collecting of documents for the PMU meetings

Performance Tracking and collation of performance reports

Ensure /co-ordinate fast and efficient handlings of all correspondence, meeting of deadlines for documents (determine priority and follow up) as it relates to travel

Client Liaison: includes query tracking, follow-up, preparation of responses and dissemination

**Documents and reports administration:
**Index, file and maintain all documents including correspondence, memo’s, agreements,

and reports

Assist with the preparation and finalisation of documents including the:
sourcing, obtaining and/or downloading documents as requested (from internet and/or other sources)

quality assurance of all documents prior to submission to relevant Manager

effecting necessary changes as requested and finalising documents

recording the distribution, confidentiality and indexing requirements of documents

Assist with the compilation and distribution of documents including, and as required:
printing / copying, packaging and faxing / delivering / couriering / posting of hard copies

Assist with the physical and electronic document tracking and filing systems including:
opening and creating files

indexing, filing, and archiving documents

conducting electronic data clean-ups and back-ups

handling documents with utmost discretion

quality assurance of documents on the I-drive with specific reference to Jobs Fund Technical Evaluation Committee and Jobs Fund Investment Committee documents.

**Office administration**:
Assist with the processing of stationery and equipment requests including:
obtaining equipment approval and submitting to Procurement

distributing and reconciling stationary monthly

Provide assistance with regards to the compilation of programme documents, work plans,

slide presentations, spread sheets.

Attend relevant project meetings.

Minute taking, preparation of action logs and distribution thereof using the templates of

the Jobs Fund.

Provide a coordinating role for the PMU during key annual activities such as the annual

budgeting process.

Development of annual work plans, input for strategy sessions and preparation of

documentation.

**Client and project teams support:
**Assist with the resolution of client queries

Provide administrative and secretarial support to project teams as required

Index, file and maintain project data, documents and records

Assist with the processing of procurement requests and claims for payment

**Jobs Fund Committee Secretarial Support**:
Provide secretariat services to meetings including preparation of meeting packs.

Taking, typing up and distributing minutes

following up on decisions arising from meeting

Filing and archiving meeting minutes, notes, agenda, and documents

Making the necessary logístical arrangements for meetings (telephone calls, messages and

**Project Management Support**

Provide administrative and project management supp

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