OFFICE ADMINISTRATOR: HYDROGEN AND ENERGY - 12 MONTHS

About the position

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
• Directors kept informed of all engagements in their diaries
• Handle incoming calls
• All incoming calls screened and managed according to the Directors requirements
• Record messages
• Messages recorded accurately and timeously
• Respond to queries by providing the required information
• All queries answered and the follows-ups to queries that have been referred done promptly e) Maintain internal and external stakeholder relations
• Stakeholders satisfied with the level of service and support received
• Provide secretariat support for the Director's meetings (take minutes, agenda ect.) in consideration of urgent core tasks
• Secretariat support provided

Administrative Support

• Edit and format submissions, memos and other documents on behalf of the Directors
• Documents edited and or formatted
• Draft standard response on behalf of the Directors
• Standard responses drafted
• Maintain workflow and filing system electronically and manually.
• Easily accessible documents
• Respond to queries by providing the required information
• All queries answered within 48hrs and the follows-ups to queries that have been referred done promptly
• Track progress of actions, issue reminders and provide feedback to the Directors.
• Progress tracked and reminders issued and Directors provided with feedback.
• Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions
• Incoming and outgoing correspondence adhered to applicable policies and procedures
• Prepare packs for all the meetings / workshop that the Directors attend
• Documents for the meetings forwarded to the officials or concerned or Directors two days before the meeting or as required
• Organise Directorates meetings (including logistics) and draft minutes and also support the Director with external meetings (This excludes project meetings of Subdirectorates)
• Meetings arranged including venues and minutes drafted
• Coordinate submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc)
• Required documents coordinated accordingly

Logistical Support

• Arrange traveling and accommodation for Directors
• Travel booking finalized two days before traveling
• Process traveling and subsistence claims of Directors
• All traveling and subsistence claims processed accurately and timeously

Financial administration support

• Monitor unit cashflow and capture expenses in the commitment register
• Commitment register updated based aligned to the cashflow.
• Process requests on procurement of unit required good and services
• Request for procurement of good and services processed on time.
• Process payment advice of procured goods and service for the unit
• Procured goods and services.
• Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance)
• Petty cash arranged with approval from the Directors

COMPETENCY REQUIREMENTS

Knowledge

• Knowledge and understanding of DSI policies and procedures
• Clear understanding of office administration activities and processes
• Knowledge and understanding 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 Organising skills

Personal attributes

• Good Interpersonal Skills
• Initiative
• Ability to work with teams
• Ability to interact with people
• Ability to multi task

QUALIFICATIONS

• Grade 12 Senior Certificate (NQF 4) and Relevant qualification

EXPERIENCE

• Atleast 1 year experience

Desired Skills:

• Mentioned above