OFFICE ADMINISTRATORS OFFICE OF THE DIRECTORS

About the position

OFFICE ADMINISTRATORS: OFFICE OF THE DIRECTORS

LOCATION Pretoria
POSITION TYPE Fixed Term Contract - 12 Months

JOB PURPOSE
- To render effective and efficient office administration and secretarial supportservices to Directors.

QUALIFICATIONS
- Grade 12 Senior Certificate (NQF 4) .

EXPERIENCE/SKILLS
- 1 Year relevant experience.

JOB DUTIES /RESPONSIBILITIES
Secretarial Support
- Manage the Directors' diaries
- Handle incoming calls
- Record messages
- Respond to queries by providing the required information
- Maintain internal and external stakeholder relations
- Provide secretariat support for the Director's meetings (take minutes, agendaect.) in consideration of urgent core tasksAdministrative Support
- Edit and format submissions, memos and other documents on behalf of theDirectors
- Draft standard response on behalf of the Directors
- Maintain workflow and filing system electronically and manually.
- Respond to queries by providing the required information
- Track progress of actions, issue reminders and provide feedback to the Directors.
- Ensure that applicable processes (policies and procedures) are adhered withregard to outgoing and incoming submissions
- Prepare packs for all the meetings / workshop that the Directors attend
- Organise Directorates meetings (including logistics) and draft minutes and alsosupport the Director with external meetings (This excludes project meetings ofSubdirectorates)

Logistical Support
- Arrange traveling and accommodation for Directors

• Process traveling and subsistence claims of Directors Financial administration support
• Monitor unit cashflow and capture expenses in the commitment register
• Process requests on procurement of unit required good and services
• Process payment advice of procured goods and service for the unit
• Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance)
• COMPETENCIES Knowledge
• Knowledge and understanding of 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 skillsPersonal attributes
• Good Interpersonal Skills
• Initiative
• Ability to work with teams
• Ability to interact with people
• Ability to multi task

Desired Skills:

• Secretarial Support
• Logistics

Desired Work Experience:

• 5 to 10 years

Desired Qualification Level:

• Diploma