About the position
Postion Summary:
The Administrator: Company Secretariat is responsible for managing & supporting administrative activities for the Company Secretariat department.
Key Responsibilities:
- Assist in calendar management and process relevant reminders on upcoming deadlines activities based on calendarProvide administrative support throughout CoSec activity and meeting cyclesCollate and prepare monthly CoSec admin performance reports [for measurement of adherence to turnaround times and service delivery]Make the necessary reservations for all logistics (flights, shuttles, accommodation, car hire, venue hire and conferencing) to attend NRF Board, Board Committee and NRF events in line with the relevant NRF policies and procedures, and as per the preference of the respective Board members
- Liaise with Executive Assistants of Corporate Executive members to ensure that logistics prepared for Board members are aligned to CorpEx and CorpEx members are included in group bookingsEnsure that the Cosec unit complies with all financial policies and procedures by adhering to the SCM processes
- Communicate Board members' travel itineraries and support any travel amendments requiredObtain travel requirements from Board members at least three weeks before a meeting
- Prepare travel itineraries for each Board member /employee
- Communicate travel arrangements to each Board Member/employee before the trip
- Timeous booking of meeting rooms & IT supportAssisting IT support to prepare meeting rooms, test connections and remain on standby for further assistanceEnsure that all equipment in the Board rooms and secretariat is fully functional, i
- e
- video conferencing, audio conferences, presentations and recording, as well as printers/photocopiers
- Collate Board remuneration, S&T claims and process with Finance for paymentEnsure timeous processing and submission of S&T claims for Board members
- Processing and checking all invoices received from service providers [confirming that services were delivered] before approval by CoSec and processing by Finance
- Responsible for maintaining the Board contact lists and registersEnsure printing and filing of all CorpEx and Board meeting packs and arrange for storage in paper and electronic formatMaintain and improve corporate filing and document management systems
- Keep and file proper records of all formal Corporate Executive, Board and Board Committee minutes in compliance with relevant legislation, NRF’s eRDMS and File Plan requirementsLiaise with NRF Records Management to ensure secure and efficient filing of all statutory meeting records
Minimum Qualification:
- Diploma / Advanced Certificate / NQF 6
Minimum Experience:
- Minimum: 3-year National Diploma Secretarial/Governance/Business Administration
- Minimum of 3 - 5 years administration experience, preferably within a company secretarial environment and with exposure to C-Suite Executives and Directors
Experience:
- Microsoft Office Application knowledge, experience in company secretarial function, and a good command of the English language
- Excellent oral and writing skills; Self-reliance, stress tolerance and ability to work under pressure; Meticulousness; Numeracy and computer literacy; andPlanning and organising
Knowledge:
- Knowledge of the Public Finance Management Act and Regulations, the National Research Foundation Act and Regulations, Public Service Legislation and Regulations, State Procurement Policy and Legislation, the Protection of Personal Information Act and the King Code on Corporate Governance (King IV)
The 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) is established by an Act of Parliament and mandated to contribute to national development by supporting, promoting and advancing research and human capacity development through funding and the provision of the necessary research infrastructure to facilitate the creation of knowledge, innovation and development in all fields of science and technology, including humanities, social sciences and indigenous knowledge; and supporting and promoting public awareness of, and engagement with, science. The NRF is a well-established organisation that is highly networked within the knowledge system, both nationally and internationally. It is the principal organisation responsible for promoting the national research enterprise. It is the primary public funder of postgraduate students and researchers and the country's research infrastructure provider. It has well-developed, best-practice research evaluation and support systems.
