Administration Officer at NRF National Research Foundation

About the position

Postion Summary:
SARAO seeks to appoint an Administration Officer to provide support to the Compute Infrastructure group and SARAO employees, assist with daily office operations, and handle administrative tasks. The ideal candidate should have strong organizational skills, computer skills, attention to detail, and the ability to work independently.

Key Responsibilities:

• Assist with day-to-day administrative tasks, including filing, data entry, and record-keeping
• Manage calendars, schedule appointments, and coordinate meetings
• Prepare and distribute correspondence, memos, and reports
• Handle Business IT calls and IT Helpdesk emails and allocate to Engineers within Compute Infrastructure
• Handle incoming calls and emails and respond to inquiries
• Assist with project management tasks, such as tracking deadlines and deliverables
• Take notes at meetings and circulate minutes to the meeting participants
• Coordinate travel arrangements and accommodations for staff
• Arrange appropriate venues, catering for meetings and workshops, and communicate to stakeholders
• Ensure with Business IT department that all internet and projectors are functioning by ensuring that a test be done with Business IT 3 days before the panel meeting and including the availability of a printer in panel meeting venues
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques
• Ensure office supplies(stationery, basic equipment, 3Gs, etc) are acquired for newly recruited staff members and maintained for the existing staff members
• Obtain quotes, process requests for orders for all approved purchases for the necessary approvals and verify invoices for the raised purchases upon delivery of goods and services
• Maintain office records of expenditure
• Maintain a proper and user-friendly filing and document controlsystem for recording and tracking of all documents of the sub Domain in line with NRF file plan
• Maintain monthly reports and keep records of all audit documents for KPIs in a google drive
• Filing documents electronically and in hard copy

Minimum Qualification:

• Diploma / Advanced Certificate / NQF 6

Minimum Experience:

• 2-2 years

• Diploma in Office Management or relevant field
• Minimum 2 years’ relevant work experience

Experience:

• Office AdministrationInventory Management Diary Management PMFA Procurement

Knowledge:

• Strong practical knowledge of office managementStrong computer skillsStrong practical knowledge of the Microsoft OfficeExperience of formatting and editing documentsStrong writing skills

Additional Notes:
Strong ability to multi-task and self-motivate.Good writing and communication skills, experience in dealing with scientists would be [URL Removed] taking experience, workshop organisation, project [URL Removed] to keep financial records and perform administration duties according to NRF policies and [URL Removed] to maintain confidentiality of sensitive [URL Removed] ability to keep comprehensive records, handle and organise large numbers of emails, documents and [URL Removed] management skillsAbility to establish and maintain healthy working relationships with people while undertaking professional [URL Removed] NRF website provides more details on the initiatives and activities Applicants should submit a comprehensive CV by registering and apply online through the NRF Recruitment and Selection Portal. Applications should be accompanied by a letter of motivation indicating the applicant·s suitability for the position. The names and contact details of at least three referees should be provided.

Desired Skills:

• Skilled in applied field of position
• Knowledge to be relevant
• Responsible in performing duties

About The Employer:

The National Research Foundation (NRF) supports and promotes research and human capital development through funding, the provision of National Research Facilities and science outreach platforms and programmes to the broader community in all fields of science and technology, including natural sciences, engineering, social sciences and humanities. The South African Radio Astronomy Observatory (SARAO) implements South Africa's strategic investments in radio astronomy, including the international Square Kilometre Array (SKA) project, which covers a broad range of engineering and scientific activities. SARAO is a National Facility of the National Research Foundation, and incorporates radio astronomy and space geodesy instruments and programmes such as the MeerKAT telescope in the Karoo, the Hartebeesthoek Radio Astronomy Observatory (HartRAO) in Gauteng, the Africa Radio Astronomy Programme across nine African countries, as well as associated human capital development and commercialisation endeavours.