Administrative Officer: Africa Centre for

7 months ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
**Providing administrative, secretarial, and personal assistant support to the Director, including**:

- Helping with, as well as planning and scheduling, the Director's electronic diary;
- Managing all telephonic enquiries on the Director's behalf;
- Maintaining an effective electronic filing system;
- Collecting and preparing information for management meetings;
- Receiving visitors to the ACS.

**Administrative and financial support for the ACS in general**:

- Compiling monthly financial reports for ACS meetings;
- Compiling travel budgets and coordinating submission thereof;
- Coordinating general routine document and report submissions;
- Updating and maintaining the ACS annual calendar;
- Assisting with arrangements for visits and travel for the Director;
- Administrative support for ACS programmes and staff as and when required (e.g., additional support for events, and travel arrangements);
- Arranging internal and external meetings;
- Handling reports, minutes and correspondence arising from meetings, as well as coordinating follow-up actions;
- Coordinating reporting requirements and deadlines for ACS colleagues.

**Communications and presentations**:

- Liaising internally and externally (nationally and internationally);
- Assisting with PowerPoint presentations (e.g., formatting and creating), reports and documents;
- Establishing and maintaining accurate electronic databases, as well as distribution and contact lists;
- Coordinating, collating, and submitting information and updates for the general website of the ACS.

**Verskaf administratiewe, sekretariële en persoonlike bystand aan die Direkteur, wat die volgende insluit**:

- Hulpverlening met, sowel as die beplanning en byhou van, die Direkteur se elektroniese dagboek;
- Bystand met die bestuur van die Direkteur se e-pos, en die liassering van e-pos in Outlook
- en SharePoint-lêers;
- Bestuur alle telefoniese navrae namens die Direkteur;
- Die instandhouding van 'n doeltreffende elektroniese liasseerstelsel;
- Die versameling en voorbereiding van inligting vir bestuursvergaderings;
- Die verwelkoming van besoekers aan die ASA.

**Administratiewe en finansiële ondersteuning aan die ASA in die algemeen**:

- Die opstel van maandelikse finansiële verslae vir ASA-vergaderings;
- Die opstel van reisbegrotings en koördinering van die indiening daarvan;
- Koördinering van die indiening van algemene roetinedokumente en verslae;
- Die bywerk en instandhouding van die ASA-jaarkalender;
- Verleen bystand met die reëlings vir besoeke en reise vir die Direkteur;
- Die administratiewe ondersteuning van ASA-programme en personeel na gelang van vereistes (byvoorbeeld, bykomende ondersteuning vir geleenthede, reisreëlings);
- Die reël van interne en eksterne vergaderings;
- Die hantering van verslae, notules en korrespondensie wat uit vergaderings voortspruit, en die koördinering van opvolgaksies;
- Koördinering van verslagdoeningsvereistes en -sperdatums vir ASA-kollegas.

**Kommunikasie en aanbiedings**:

- Interne en eksterne skakeling (nasionaal en internasionaal);
- Bystand met PowerPoint-aanbiedings (soos skepping en formatering), verslae en dokumente;
- Skepping en instandhouding van akkurate elektroniese databasisse en verspreidings
- en kontaklyste;
- Koördinering, samestelling en indiening van inligting, en bywerkings vir die ASA se algemene webblad.

Job Requirements/Pos Vereistes
- A post-school secretarial or administrative qualification on NQF level 5;
- At least five years' administrative or secretarial work experience;
- Experience with organising international travel and knowledge of international travel and its requirements;
- The ability to draft agendas and compile minutes of meetings;
- Proven organisational, planning, prioritising, and administrative skills;
- Impeccable integrity and discretion to work with confidential information;
- Excellent written and verbal communication skills;
- The ability to use own initiative and be self-motivated;
- Proven ability to work with high attention to detail;
- Excellent interpersonal relationships;
- Excellent intercultural skills to work across national and international contexts and communities;
- The ability to work effectively and professionally under pressure in a calm manner;
- The ability to work in a team;
- Capturing financial information on a database and compiling financial reports from the database;
- Good judgement and problem-solving skills;
- High level of proficiency in MS Office - Word, Excel, PowerPoint, Outlook, MS Teams;
- The ability to conduct effective online research on various topics.
- 'n Naskoolse sekretariële of administratiewe kwalifikasie op NKR-vlak 5;
- Minstens vyf jaar se administratiewe of sekretariële werkservaring;
- Kennis van die reël van internasionale reise, en kennis van internasionale reis en reisvereistes;
- Die vermoë om agendas en notules van vergaderings saam te stel;
- Bewese organisatoriese-, beplannings-, prioritise

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