Office Administrator Pretoria

6 months ago

Pretoria, South Africa Affirmative Portfolios Full time

**Admin and Office Management**
**Pretoria - Gauteng**
***:
**Office Administrator**

**Pretoria**

**12 Month fixed term contract**

**R193 180pa**

**Purpose**:
To render effective and efficient office administration and secretarial support services for the Technology for Sustainable Livelihoods and Environmental Solutions and Technologies (TSL & EST) offices.

**Key performance areas**:

- Secretarial Support:

- Manage the Directors’ diaries
- Handle incoming calls
- Record messages
- Respond to queries by providing the required information
- Maintain internal and external stakeholder relations
- Provide secretariat support for the Director’s meetings (take minutes, agenda ect.) in consideration of urgent core tasks
- Administrative Support:

- Edit and format submissions, memos and other documents on behalf of the Directors
- Draft standard response on behalf of the Directors
- Maintain workflow and filing system electronically and manually
- Track progress of actions, issue reminders and provide feedback to the Directors
- Respond to queries by providing the required information
- Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions
- Prepare packs for all the meetings / workshop that the Directors attend
- Organise Directorates meetings (including logistics) and draft minutes and also support the Director with external meetings (This excludes project meetings of Sub directorates)
- Coordinate submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc)
- Logistical Support:

- Arrange traveling and accommodation for Directors’
- Process traveling and subsistence claims of Directors’
- Financial administration support:

- Monitor unit cashflow and capture expenses in the commitment register
- Process requests on procurement of unit required good and services
- Process payment advice of procured goods and service for the unit
- Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance)

**Competencies, Knowledge, and Skills**:

- Knowledge and understanding of Department policies and procedures
- Clear understanding of office administration activities and processes
- Knowledge and understanding of public service regulations,
- Basic knowledge and understanding of the Public Finance Management Act
- Administrative skills
- Communication skills
- Minutes taking
- Events Coordination
- General Office Administration
- Document and File Management
- Planning and Organising skills
- Good Interpersonal Skills
- Initiative
- Ability to work with teams
- Ability to interact with people
- Ability to multi task

**Minimum requirements**:

- Grade 12 Senior Certificate (NQF 4)
- Similar experience would be advantageous

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