Office Administrators: Office of The Directors

2 weeks ago

Pretoria, South Africa Affirmative Portfolios Full time

**Office Administration**
**Pretoria**
***:
**OFFICE ADMINISTRATORS: OFFICE OF THE DIRECTORS - Pretoria**

**12 Month Fixed Term Contract - Salary: R193 188-00 p/a**

**Purpose Of the Post**

To render effective and efficient office administration and secretarial support services to Directors

**Key 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 etc.) 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.
- Respond to queries by providing the required information.
- Track progress of actions, issue reminders and provide feedback to the Directors.
- Ensure that applicable processes (policies and procedures) are adhered regarding outgoing and incoming submissions.
- Prepare packs for all the meetings /workshop that the Directors attend.
- Prepare packs for all the meetings /workshop that the Directors attend 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)

**_Knowledge _**
- Knowledge and understanding of DSI 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
- Events Coordination
- General Office Administration
- Document and File Management
- Planning and Organising skills

**_Experience _**
- No experience required.

**_Qualifications_**

Grade 12 Senior Certificate (NQF 4)

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