Job title: Office Administrators: Office of the Directors
Purpose Of The Post:
To render effective and efficient office administration and secretarial support services to Directors.
Description of tasks:
Secretarial Support:
- Manage the Directors’ diaries.
- Keep Directors informed of all engagements in their diaries.
- Handle incoming calls.
- Screen and manage all incoming calls according to the Directors' requirements.
- Record messages accurately and timeously.
- Respond to queries by providing the required information and follow up on referred queries promptly.
- Maintain internal and external stakeholder relations.
- Provide secretariat support for the Directors’ meetings (take minutes, prepare agendas, etc.) in consideration of urgent core tasks.
Administrative Support:
- Edit and format submissions, memos, and other documents on behalf of the Directors.
- Draft standard responses on behalf of the Directors.
- Maintain workflow and filing system electronically and manually for easy access to documents.
- Respond to queries by providing the required information within 48 hours and follow up on referred queries promptly.
- Track progress of actions, issue reminders, and provide feedback to the Directors.
- Ensure adherence to applicable processes (policies and procedures) regarding outgoing and incoming submissions.
- Prepare packs for all meetings/workshops that the Directors attend, ensuring documents are forwarded two days prior or as required.
- Organise Directorate meetings (including logistics) and draft minutes, supporting the Director with external meetings (excluding 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, ensuring travel bookings are finalized two days prior.
- Process traveling and subsistence claims of Directors accurately and timeously.
Financial Administration Support:
- Monitor unit cash flow and capture expenses in the commitment register.
- Process requests for procurement of goods and services required by the unit on time.
- Process payment advice of procured goods and services for the unit.
- Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance).
Competency Requirements:
Knowledge:
- Knowledge and understanding of company policies and procedures.
- Clear understanding of office administration activities and processes.
- Knowledge of public service regulations.
- Basic knowledge and understanding of the Public Finance Management Act.
Skills:
- Administrative skills.
- Communication skills.
- Minutes taking.
- Good computer skills (MS Word, Excel, PowerPoint, internet, and email).
- Events coordination.
- General office administration.
- Document and file management.
- Planning and organizing skills.
Personal Attributes:
- Good interpersonal skills.
- Initiative.
- Ability to work with teams.
- Ability to interact with people.
- Ability to multitask.
Experience:
- No experience required.
Learning Indicators/Qualifications:
- Grade 12 Senior Certificate (NQF 4).
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