Regional Coordinator

3 weeks ago

Pietermaritzburg, South Africa Council for Geoscience Full time
Job title : Regional Coordinator - Pietermaritzburg Regional OfficeJob Location : KwaZulu-Natal, PietermaritzburgDeadline : December 20, 2024Quick Recommended Links
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KEY RESPONSIBILITIES:

  • Assist the Manger: Facilities Management with the proper effective and efficient office coordination and administration, including the undertaking and overseeing the relevant administrative authorization.
  • Acts as a first point of contact person on all office administration and general information.
  • Coordinates collection and delivery of office backup storage hard drives.
  • Develop and compile a database of contacts and updates regularly to ensure current information.
  • Coordinate approval and relevant authorisation processes and tasks for other business units and sections.
  • Coordinate maintenance of the office infrastructure and condition.
  • In consultation with the Manager/s, draft correspondence/documents on behalf of the Region Office.
  • Provide secretarial support for committees and forums chaired by the Manager and/or other relevant line management.
  • Coordinate parcels for courier and mail services including preparing, booking and tracking of parcels.
  • Carry out specific projects and research as requested by the Manager and/or other relevant line management.
  • Assist with contract administration and project administration, fleet vehicles in the regional office.
  • Coordination of meetings with internal and external stakeholders.
  • Coordinate the presentation and marketing of relevant CGS materials, services and products to walk-in clients.
  • Maintain an efficient and effective correspondence and document management system.
  • In consultation with the manager, disseminate information and/or documents as when required.
  • Handle confidential and sensitive documentation.
  • Proper record up-keep and administering of S&T claims, requisitions, submissions, collation of signatures, etc.
  • Supervise the reception area, monitor and manage the use of boardrooms and conference.
  • Act as travel coordinator and liaise with the contracted travel agency.
  • Ensure adherence to travel policy requirements in terms of class of travel and types of accommodation.
  • File all signed travel requisitions with invoices from travel agency.

Rendering of effective administration and coordination of the map sales by:

  • Coordinating and prepare digital data.
  • Preparing shipment of publications and maps.
  • Updating the map database and liaise with relevant Business Unit on availability of digital data.
  • Maintaing an inventory list of all publications and maps available.
  • Handling all customer service issues.

KEY PERSONAL ATTRIBUTES

  • Customer orientation
  • Communication skills (oral and written)
  • Teamwork and collaboration
  • Problem solving
  • Report writing skills
  • Sense of urgency
  • Work under pressure

Knowledge and Experience

  • Fully computer literate with an advanced level MS Office
  • 3 to 5 years working experience in Office Administration/Secretarial duties
  • Experience and understanding of general administration and office support practices
  • Knowledge of basic financial management administration operating systems
  • Solid knowledge and understanding supply chain management administrative knowledge
  • Knowledge of basic team supervision
  • Knowledge and understanding of the PABX/Voice system
  • Ability to capture data, operate computer and collate facilities information
  • Ability to interpret relevant directives and compile management reports
  • Ability to exercise discretion in dealing with confidential or sensitive matters
  • Confident and able to work on own initiative and with limited supervision
  • Strong organisational and planning skills with ability to prioritise

EDUCATIONAL QUALIFICATIONS:

  • Grade 12 and;
  • Office Administration National Diploma (NQF Level 6) in office administration or equivalent.

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