Administrator in The Office of The Dca
7 days ago
**OVERALL PURPOSE OF THE JOB**
To provide the Office of the Director of Civil Aviation (DCA), secretarial and office support that would assist the DCA to lead the organisation efficiently.
**Secretarial Support and Planning**
- Coordinate all office of the DCA related activities and manage liaison between other divisions.
- Assist with all the logístical arrangements relating to the office of DCA projects and work requirements.
- Assist the PA with managing the DCA diary and scheduling of appointments.
- Assist the PA in arrange and setting up workshops/seminars/team building initiatives.
- Assist in the draft of minutes of meetings and follow up on actions items form meetings.
**Stakeholder Relations**
- Ensure relevant documentation is prepared and distributed in advance of appointments and meetings according to SLA timelines of the DCA’s Office.
- Liaise with relevant internal and external stakeholders to source required information.
- Ensure all documentation for the office of the DCA is in line with ISO compliance requirements.
- Receive, monitor and track all information and documents submitted to the office of the DCA.
- Assist the PA in receiving and directing all local and international visitors appropriately in line with the prescribed protocol.
- Compile memos relating to customer liaison and escalations.
**Office Administration**
- Coordinate IT related issues for the office of the DCA and ensure resolution.
- Create and maintain a filing system for the office of the DCA.
- Ensure all documentation is kept in a safe and secure environment.
- Register and distribute incoming and outgoing mail to relevant recipients.
- Assist the PA with the preparation of presentations for the DCA
- Obtain quotations as per supply chain policy for all office of the DCA requirements.
- Manage the PO approval process for the office of the DCA
- Manage the processing of all invoices in the office of the DCA
- Monitor office supplies, assess requirements and maintain stock levels.
**Confidentiality**
- Maintain confidentiality and keep information discreet flowing within the office of the DCA based on understanding of authority levels to receive information.
- Undertake responsibilities as appropriate which will fulfil the purpose of the role and support the success of the organisation.
**Travel and Accommodation**
- Assist the PA to coordinate all logístical arrangements for local and international travel, car hire and accommodation for all members of the DCA’s office.
- Assist the PA in prepare presentation packs for the DCA’s trips.
**Education**
**Minimum**
- Formal qualification in Office Administration / NQF level 5 or relevant equivalent
**Ideal**
- National Diploma in Administration / NQF level 6 qualification or relevant equivalent
**Experience**
- 3 or more Years in Administration and Office Support experience
**Closing date: 22 January 2025
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