Office Administrators: Office of the Directors

1 week ago


Pretoria, South Africa Jobted ZA C2 Full time

Description of tasks:
Secretarial Support:

- Manage the Directors diaries.
- Directors kept informed of all engagements in their diaries.
- Handle incoming calls
- All incoming calls screened and managed according to the Directors requirements
- Record messages
- Messages recorded accurately and timeously
- Respond to queries by providing the required information
- All queries answered and the follows-ups to queries that have been referred done promptly.
- Maintain internal and external stakeholder relations.
- Stakeholders satisfied with the level of service and support received
- Provide secretariat support for the Directors meetings (take minutes, agenda ect.) in consideration of urgent core tasks.
- Secretariat support provided.

Administrative Support:

- Edit and format submissions, memos and other documents on behalf of the Directors.
- Documents edited and or formatted.
- Draft standard response on behalf of the Directors.
- Standard responses drafted.
- Maintain workflow and filing system electronically and manually.
- Easily accessible documents.
- Respond to queries by providing the required information.
- All queries answered within 48hrs and the follows-ups to queries that have been referred done promptly.
- Track progress of actions, issue reminders and provide feedback to the Directors.
- Progress tracked and reminders issued, and Directors provided with feedback.
- Ensure that applicable processes (policies and procedures) are adhered regarding outgoing and incoming submissions.
- Incoming and outgoing correspondence adhered to applicable policies and procedures.
- Prepare packs for all the meetings / workshop that the Directors attend.
- Documents for the meetings forwarded to the officials or concerned or Directors two days before the meeting or as required.
- Organise Directorates meetings (including logistics) and draft minutes and support the Director with external meetings. (This excludes project meetings of Sub directorates).
- Meetings arranged including venues and minutes drafted.
- Coordinate submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc).
- Required documents coordinates accordingly.

Logistical Support:

- Arrange traveling and accommodation for Directors.
- Travel booking finalized two days before traveling.
- Process traveling and subsistence claims of Directors.
- All traveling and subsistence claims processed accurately and timeously.

Financial administration support:

- Monitor unit cashflow and capture expenses in the commitment register.
- Commitment register updated based aligned to the cashflow.
- Process requests on procurement of unit required good and services.
- Request for procurement of good and services processed on time.
- Process payment advice of procured goods and service for the unit.
- Procured goods and services.
- Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance).
- Petty cash arranged with approval from the Directors.

Competency Requirements:
Knowledge:

- Knowledge and understanding of company 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.

Skills:

- Administrative skills.
- Communication skills.
- Minutes taking.
- Good Computer skills (MS Word, Excel, PowerPoint, internet and email).
- Events Coordination.
- General Office Administration.
- Document and File Management.
- Planning and Organising skills.

Personal attributes:

- Good Interpersonal Skills.
- Initiative.
- Ability to work with teams.
- Ability to interact with people.
- Ability to multitask.

Experience:

- No experience required.

Learning Indicators/Qualifications

- Grade 12 Senior Certificate (NQF 4)



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