Senior Administration Officer

1 week ago

Pretoria, South Africa Financial Intelligence Centre (FIC) Full time

To provide a wide range of administrative and general support duties to a division and management.

KEY PERFORMANCE AREAS

Internal/external Stakeholders Coordination and Administration
- Liaise with and maintain effective working relationships with internal and external stakeholders, including support to stakeholder relationship management and report and follow up on feedback.
- Address queries from both internal and external stakeholders within the area of responsibility and ensure consistent responses to or routing of queries from FIC internal/external stakeholders to ensure effective support to them and to the FIC
- Assist with the organisation of conferences, workshop and other events on behalf the division/s / Ensure that the venue’s for the meetings/conferences/workshops are booked (internal/external), together with refreshments, parking and ICT equipment arrangements.
- Prepare and timely submission/updating of information for meetings / interactions and recording thereof.
- Plan, manage and coordinate and follow-up actions following from meetings/conferences/workshops and other events.
- Report on all outstanding action-items, issues/implications arising from meetings that require attention.
- Office administration- Provide general administrative functions.
- Offer basic technical assistance to support the office information technology and logístical needs relevant to provincial offices.
- Ensure that all office equipment is in working order at all times / report faults for corrective action.
- Maintain filing system in compliance with Record Management policy.
- Draft and send standard correspondence.
- Scan, photocopy and collate papers and mailings.
- Arrange documents to be scanned /printed/bulk printing arrangements.
- Timely monitoring of stock of basic items, for example stationery, paper, toner etc and ordering / storing stationery, books, equipment, and other items in line with FIC policies
- Support asset management interactions (allocation, movement, and verification),
- Liaise with suppliers and maintain professional relationships externally and ensure timely interactions to support contractual renewals and updates.
- Follow up on staff learning and development /training interventions.
- Perform general administrative support, secretarial functions, including drafting and typing letters, memos and other documents and feedback into relevant meetings.
- Effective and timely administrative support in the capturing and processing of stakeholder requests and the acknowledgement thereof as well as updating and finalisation of

matters on electronic systems.- Timely dissemination of information/reports upon request; Assist in the accurate updating, reporting and maintenance of statistical records as per stakeholders'/clients’

expectations and as per timelines.- Facilitate and arrange memberships & conference and training attendance.
- Update and maintain internal databases, e.g., authorised officer database and associated correspondence.
- Allocate, monitor and feedback on divisional budget and procurement processes / budget management and utilisation aligned with policy.
- Effective financial/budget and asset and contract support / management as well as recordkeeping of financial related document
- Arrange travel and hotel accommodation in line with FIC policies ensuring effective administration of travel requirements.
- General- Assist with onboarding of new staff / orientate and train employees on administrative processes.
- Provide professional support and advice to support the division/FIC if required.
- Assign work to other support staff and provide input to their performance.
- Assign and monitor clerical and secretarial functions and ad hoc task allocated.
- Coordinate implementation of company's health and safety policy / risk related actions in the division / Liaise with other stakeholders when required.
- Provide input to organisational initiatives/ projects relevant to division.
- Update contracting, supervision, and assistance with performance evaluation of subordinate as well as coaching/mentoring.
- Perform any other duties as and when required / general admin support.

EDUCATION, SKILLS AND EXPERIENCE
- Diploma plus minimum of 5 years relevant experience
- Well organised, able to work with mínimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities.
- Intermediate to advance Microsoft Office Skills and understanding of the use of the technology and processes related to the position.
- Demonstrated attention to detail and strong administrative skills.
- Proactive and professional with the ability to multi-task.
- Computer literacy - standard to advanced computer literacy (word and excel)

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