Job Title: Professional Assistant (CEO)
Department: Office of the CEO
Location: Head Office, Cape Town
Approved Grade: C2
Annual package: R236 164.00
Closing date: Monday, 06 January 2025 at 5pm.
PRIMARY PURPOSE OF THE JOB:
To provide professional assistance and efficient and effective support services to the Office of the CEO.
KEY PERFORMANCE AREAS:
KPA 1: Office of the CEO Operations and Administration
KPA 2: Financial / Budget Management.
KPA 3: Controlled and Integrated functioning of SAHRA.
KPA 4: Travel Administration.
KPA 5: Filing and Record Keeping.
KPA 6: Project Management.
Key Performance Area (KPA):
Office of the CEO Operations and Administration:
- Ensure effective functioning of the Office of the CEO.
- Manage the diary and logistic arrangements of the CEO.
- Conduct content and quality checks on submissions and reports.
- Coordinate, communicate and integrate CEO - related requirements with other units within SAHRA, for collection, consolidation and delivery in order to meet the timelines as specified for the CEO.
- Organise venue, lunch, refreshments and other relevant bookings for meetings.
- Liaise and communicate with various levels of government and stakeholders.
- All requirements stipulated by CEO are achieved within required timeframes.
- Diary and logistical arrangements of the CEO arranged timeously and recorded clearly.
- All relevant information and logistical arrangements confirmed at least one week prior to meetings.
- Stakeholders communicated with, as and when required.
Council Operations:
- Prepare documentation for submissions to Chairperson and CEO.
- Ensure all Council and Committee reports required for submission by the CEO are completed.
- Prepare necessary documentation and motivations to Council.
- Forward attendance registers of meetings between CEO and Council to Company Secretary. Council and Committee reports submitted to Company Secretary one week prior to meetings.
- All submissions and reports submitted to CEO and Chairperson 100 % completely and accurately.
- Council members received payment for meetings attended with CEO.
Financial/ Budget Management:
- Manage the budget of the Office of the CEO.
- Assist CEO to monitor the Unit's expenditure in line with budget requirements.
- Check the validity of invoices.
- Check validity of claims and update records.
- Prepare budget submissions.
- Conduct monthly meetings with Management Accountant to monitor expenditure and provide input to the expenditure report.
- Maintain a file of the Unit expenditure.
- Assist CEO to monitor compliance with financial and procurement policies and procedures.
- Submit an expenditure report which tallies with the expenses of the Office of the CEO.
- Eight-hour submission for authorization and zero discrepancies on claims.
- Accurate and up to date file of the Unit's expenditure.
- Zero deviation from Treasury Regulations.
Controlled and Integrated functioning of SAHRA:
- Arrange annual schedule of all MANCO and EXCO meetings.
- Prepare agendas and attach all relevant documentation for MANCO and EXCO meetings.
- Ensure all decisions taken are implemented within timeframes.
- Receive and collate information from the various Units within SAHRA.
- Investigate relevant background information and brief the CEO before meetings.
- Attend meetings with CEO, record minutes and keep a decision register.
- Keep a decision register for all CEO's meetings, including the implementation and monitoring of decisions taken during meetings.
- Alert CEO of important issues.
- Attend and represent the CEO at functions and meetings and draft feedback reports.
- Ensure speeches/forewords are compiled for CEO when required.
- Identify and advise on reporting requirements.
- Ensure effective and efficient stakeholder management.
- Schedule of all meetings submitted to MANCO and EXCO before the beginning of a new year.
- Agendas and relevant documentation submitted to MANCO and EXCO one week prior to meeting.
- Minutes and resolutions submitted within ten (10) working days after the meeting.
- Status of implementation of resolutions followed-up within required timeframe.
- Reports submitted to CEO within 5 working days after events and meetings.
- All reports are aligned with Corporate Identity requirements.
- Positive feedback from stakeholders.
Project Management:
- Assist and provide support on projects.
- Serve on project task teams.
- Liaise and assist with Marketing and Communications on exhibitions and events.
- Assist in implementing and monitoring the functioning of projects.
- Alert the CEO to challenges relating to the project and assist in the resolution thereof.
- Assist in compiling reports for project feedback.
- Project plans executed as per required timeframes.
- Risk control measures in place for achievement of project deliverables.
- Efficient project administration.
- CEO timeously alerted of any project challenges.
- Debriefing sessions take place within 5 working days of project closure.
Travel Administration:
- Ensure employees understand travel policies.
- Check employees have submitted all relevant documentation for travel.
- Request quotations for employees in the Office of the CEO.
- Prepare submissions for the CEO's international travel.
- Travel itineraries confirmed timeously.
- Submissions for CEO's international travel submitted to Chairperson timeously.
Filing and Record Keeping:
- Prepare copies of MANCO and EXCO packs, provide to registry and file.
- File all necessary documentation of the Office the CEO.
- Keep record of all incoming and outgoing documents to the Office of the CEO.
- All files and records up to date and accessible.
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:
Diploma in Office Administration or any relevant qualification.
Minimum of 5 years' work experience in an Executive support environment.
Other skills required:
Project Management.
Relevant Legislation.
Public Finance Management Act.
National Heritage Resources Act.
LANGUAGE SKILLS:
Ability to read, analyse, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
NUMERICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
LICENCES:
A valid Code EB (08) driver's licence.
COMPUTER SKILL:
Computer literacy with regard to the use of Excel, Word and Power Point
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:
- Occasionally required to stand.
- 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.
