Temporary Personal Assistant- 3-months:

7 days ago

Johannesburg, South Africa National Bargaining Council for the Road Freight a Full time

**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
- 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.
- Draft Minutes and action items
- Consolidate departmental reports as and when required

**REMENERATION 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 a 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.

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