Secretary

2 weeks ago

Midrand, South Africa Productivity SA Full time

The primary purpose of this position is to provide professional secretarial and administrative support and services to the Region and relevant stakeholders.
- Contract position (12 months)
- Programme: Region 1
- Gauteng
- Up to R30 037.91 per month cost to company

**EDUCATION AND EXPERIENCE**:

- Min: Matric plus a suitable secretarial qualification.
- Min: At least At least 3 years secretarial experience.

**ADVERSE WORKING CONDITIONS**:

- May be required to work overtime as per business demands

**RESPONSIBILITIES**:

- Perform standard secretarial duties effectively
- Co-ordinate programme meetings / forums and workshops, and ensure timely distribution of all relevant documentation (minutes/ notes/ monthly progress reports/ research documents).
- Arrange all travel requirements for team members, service providers and other stakeholders as required.
- Prepare and write routine reports as per request
- Draft and communicate relevant correspondence
- Coordinate events, workshops, awards
- Send out invitations
- Register delegates
- Perform financial duties
- Collect and receive invoices of service providers
- Sort and check invoices and all supporting documentation
- Arrange and organise payment of service providers
- Prepare budget for regional manager’s approval
- Keep financial controls and accurate records
- Coordinate telephone management system
- Procurement of stock
- Keep a record of all relevant stock
- Procure stationery and other consumables when requested
- Acquisition and management of fixed assets
- Obtain three quotes
- Submit quotation for approval
- Submit the approved quotes
- Follow up and ensure timeous approval and payment of the supplier
- Scan the order and invoice and store electronically
- Update the IT asset register whenever assets are purchased
- Update any changes in ownership of assets on the asset register
- Contribute to the achievement of the business plan objectives of the region.
- Stay in touch with the latest thinking on productivity and related issues.
- Stay abreast of latest advancements in field of work.

**TECHNICAL / FUNCTIONAL COMPETENCIES**:

- Computer literate
- Ability to make efficient logístical arrangements
- Ability to meet customer needs
- Ability to make payments to service providers
- Ability to provide administrative support
- Ability to coordinate events (meetings, workshops, forums, etc.)
- Ability to capture information
- Ability to keep accurate records
- Ability to create and maintain relevant databases
- Ability to communicate effectively with stakeholders at all levels
- Good relationship building skills
- Good interpersonal skills
- Sound administrative skills
- Sound organising skills
- Knowledge of Productivity SA’s policies, procedures and programmes
- Basic financial knowledge

**BEHAVIOURAL COMPETENCIES**:

- Administration
- Teamwork
- Flexibility
- Communication
- Attention to Detail
- Customer Focus
- Achievement/Results Orientation

**Desired Skills**
- Computer literacy MS Office (essential), SAP B1 (advantageous)
- Administrative skills
- Basic Financial understanding
- Communication skills
- Minute taking skills

**Desired Education Level**
- Diploma

**Application Process**:

- May be required to work overtime as per business demands
- Own reliable transport plus valid drivers license
- A comprehensive CV must be included
- All relevant Diplomas

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