Personal Assistant= 5- Months Fixed Term Contract:

Purpose of the Job
Co-ordinates and enhances the effectiveness of the General Managers that the role reports
to by providing information, management support, effective diary management, meeting
logistics services, event management, travel and accommodation arrangements as well as
payment of invoices.

KEY RESPONSIBILITIES
Manage Budget and Payment process
- Travelling and Accommodation Budget
- Flight Bookings and Accommodation for staff/stakeholders
- Catering Budget
- Recon of Travelling
- Internal meeting catering
- Staff & Stakeholders wellness
- Loading of invoices & follow up on payments on system
- SAP/VIP
- Submission of claims
- Assist with budgets
- Recons within budget control

Support GM’s in office and travelling activities
- Full events planning, flights, venues, travelling
- Record keeping of minutes, agendas and all other legal documents
- Compliance templates, quarterly/monthly
- Information management
- Calendar management
- Good governance compliance to all NBCRFLI policies
- Assistance with Protocol
- Facilitators, representatives or any other
- Records of all external and internal stakeholders with full contact details - updated

regularly
- Build a relationship with all stakeholders to facilitate a smooth running of meetings

etc.
- Electronic communication
- Maintenance of attendance register
- Floor reception management
- Catering
- Ad hoc meetings and sessions
- Assist with Bundles of Packs for departmental meetings
- Provide support to GM’s
- High quality of correspondence and communication

Administrative and Secretarial Support
- Types accurately, well presented and on time etc.
- Electronic maintenance of all correspondence
- Maintenance of register
- Maintenance of diary
- Floor management
- Arrangements of departmental meetings and workshops Department performance

contract collection and filing
- Maintain Confidentiality
- Leave Management
- Send out meeting request for noting re leave of direct reports
- Implementation and follow up of delegated matters and coordination of tasks
- Enhancing the image of the Council

General Administration
- Assist with ad hoc related projects.
- Manage the filing system and ensure filing is up to date.
- Perform Secretarial duties
- Arrange meeting and book meetings rooms.
- Provide ad hoc administration support for the GM’s in the Department.

**REMUNERATION GRADE**: C1

**Job Requirements and Knowledge**:

- Knowledge of VIP System; SAP System and MS Office package
- Knowledge of labour legislations including the POPI Act, Archives act, OHS
- Ensure that all documentation are on file and ensure that information is easily retrievable

from the files.

**Related Skills**:

- Diplomacy
- Ability to interact with multiple stakeholders with very strong and diverse views
- Self-Motivated
- Time Management
- Patience and good listener
- Good verbal and written communication skills
- Ability to work under pressure
- Customer orientated attitude
- Planning and organising skills
- Assertiveness
- Integrity, Honesty

**Qualifications & Experience**:

- Matric Qualification with Diploma or NQF Level 6 Qualification in Office Management

and/or Secretarial or Administration qualification
- Knowledge of Filing documents and Record Keeping
- 3+ years relevant experience as a personal assistant with at least 1 at an Senior personal

assistant level
- Knowledge LRA, BCEA, EEA and SDA will be an advantage

It is the Council’s intention to promote equity through the filling of all numeric targets as
contained in the EE Plan, first preference will be given to African Males or African Females.

**Note**: If you have not heard from us 30 days after the closing date, please consider your