- Oversee and coordinate the day-to-day administrative operations of the office, ensuring smooth and efficient work environment.
- Develop, implement and maintain administrative policies, system and procedures to optimize office operations and improve overall performance.
- Responsible for providing Secretarial and Administrative support to the Financial Management Strategic Financial Planning Head and their teams to ensure an efficient running of the departments.
- To assist Heads and teams with support through planning and coordination of information in order to optimize workflow procedures in the departments.
- To be the point of reference for all queries, requests or issues and be an integral part of the business unit.
QualificationsÂ
- National Diploma and Advanced certificates or relevant qualification at NQF level 6 or equivalent.
- Bachelor’s degree or a relevant recognised qualification at NQF level 7 or more will be advantageous.
- Relevant Certificate in Administration
ExperienceÂ
- Minimum 2- 5 years proven Secretarial, Administration and Project Management experience.
The following computer skills and knowledge of office software packages at an Advanced level are essential: MS Word; PowerPoint; Excel; Outlook. - Knowledge of SAP will be an added advantage.
MAIN DUTIES AND RESPONSIBILITIES
- Facilitate the process flow and maintenance of a register of the department’s documents, agreements, invoices received directly through email or postal services to the applicable financial management strategic financial planning team.
- Provide secretarial support and general administrative function to the Head and the financial management strategic financial planning team members.
- Receive, direct and relay telephone messages to the affected individuals and maintenance of a record of such calls.
- Provide general administration support including minute taking, compilation of reports, presentation slides preparation, scheduling of appointments and meetings for the departments.
- Tracking and monitoring of the department’s operational deliverables on a day-to-day basis.
- Project management support to the Heads through presence in key meetings, facilitation of key deliverables and engagement with key internal and external stakeholders.
- Maintain accurate and up to date records, agreements, reports and databases to ensure compliance with organisational policies and regulatory requirements.
- Maintain and track the contracts concluded by the departments to ensure compliance with the procurement policies and guidelines.
- Arrange and manage meetings or events and other administrative logistics required by the departments.
- Daily management the Heads diaries ensuring timely scheduling of events and the elimination of meeting clashes.
- Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia and SharePoint.
- Making travel arrangements and processing claims for the Heads and team members (as and when required)
- Ensure that the stationery requirements for the departments are adequate at any point in time.
- Facilitate the onboarding and offboarding of new staff members joining the teams.
- Maintain an updated contact list for the department.
- Provide administrative support in order to optimize workflow procedures in the office.
Customer Focus Stakeholder Management
- Provide professional secretarial support.
- Provide an efficient customer service to both internal and external stakeholders.
Learning, Leadership People Growth
- Manage own development to enhance own competencies.
- Participate in knowledge sharing in the team.
TECHNICAL/FUNCTIONAL COMPETENCIES
- Administration and telephone skills
- Excellent organizational and time management skills
- Ability to liaise and engage with both internal and external clients
- Project Management
- Ability to maintain confidentiality and handle sensitive information with discretion
- Attention to detail
- Customer centricity
- Analytical skills
- Budgeting skills
- Minutes taking skills
BEHAVIOURAL COMPETENCIES
- Interpersonal skills
- Good ethics, integrity and high level of professionalism
- Confidentiality because of the nature of the work
- Communication skills (both written and verbal)
- Ability to multitask and thrive under work pressure
- Strong interpersonal skills
- Problem solving