Corporate Services Administrator at South African Heritage Resources Agency (Sahra)

About the position

The closing date for applications will be Thursday, 5 May 2022 at 5PM.

The salary for the position is R200 635.00 per annum excluding company benefits.

PRIMARY PURPOSE OF THE JOB:
To provide secretarial and administrative services to the incumbent of the Executive Officer- Corporate Services and the entire department.

KEY PERFORMANCE AREAS:

• Administrative Support.
• Internal and External Communication.
• Records management.
• Logistical support.

Key Performance Area (KPA):
Administrative Support:

• Efficient arrangements of meetings/functions (internal and external).
• Sitting in the Committee meetings and capture the minutes for circulation. Develop a schedule of meetings.
• Ensure appointments are scheduled timeously with relevant information.
• Provide personal assistant services to the Executive Officer.
• Acknowledge in writing receipt of letters or documents.
• Manage the diary of the Executive Officer.
• Collate data and formulate reports as requested.
• Follow-up on projects' status and report accordingly.
• Drafting of a contract schedule for the department and take note of expiry dates.
• Acquisition of products and services for the Corporate Services department.
• Ensure timely reporting on the Operation Plans and other reporting for the department.
• Assist the unit managers with administration on ad-hoc basis.

Internal and External Communication:

• Enhance communication and liaison within the department and with other departments as well with external stakeholders.
• Messages attended to timely and issues followed up until completion.
• Maintain professional conduct in respect to dealings with internal and external parties.

Document Management:

• Manage inflow and outflow of documents from the Executive Officer's office.
• Secure confidential documents properly, ensuring location as and when required.
• Maintain effective filing of all records as per the existing approved file plan for easy retrieval of documents.

Logistical support:

• Arrange travel for the Executive Officer and staff within the department.
• Organise refreshments for meetings.
• Order and manage the stationery for the department.
• Manage the movable assets of the office and sign off during verification.

JOB REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• Certificate/Diploma in Administration or equivalent.
• Minimum 2 years related work experience.

LANGUAGE SKILLS:
Ability to read and comprehend instructions, correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to employees and stakeholders of the organization. Proficiency in two of the Province's official languages.

NUMERICAL SKILLS:
Ability to calculate figures and amounts such as percentages and ratios. Ability to interpret financial data and compile reports.

BEHAVIOURAL COMPETENCIES:
Ability to be courteous and professional when interacting with Executives, Managers and all staff.

REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in very standardized situations. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

LICENSES:
A valid code EB (08) driver's licence.

COMPUTER SKILL:
Efficient in the use of Outlook, Excel, Word and Power Point. Familiarity with MS Teams.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is:

• Regularly required to stand and walk.
• Regularly required to sit.
• Often to talk and hear.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.

Please note that SAHRA is an Equal Opportunities Employer. SAHRA reserves the right not to make an appointment.

Candidates with disabilities are encouraged to apply and an indication in this regard would be appreciated.

Desired Skills:

• Corporate Services
• Administrative Support
• Internal and External Communication
• Records management
• Logistical support

Desired Work Experience:

• 2 to 5 years Admin Clerk

Desired Qualification Level:

• Diploma