About the position
JOB TITLE:
Office Administrators: Agricultural Biotechnology and Health Innovation
PURPOSE OF THE JOB:
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, 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 etc.) 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 about 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 support the Director with external meetings (This excludes meetings arranged including venues and minutes drafted project meetings of sub directorates). 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 the company 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 multitask.
EXPERIENCE AND QUALIFICATIONS:
- No experience required.
- Grade 12 Senior Certificate (NQF 4)
Desired Skills:
- Administration skills
- Initiative skills
- Ability to multitask
