Divisional Secretary and Financial Administrator

Key Responsibilities

Office & Divisional Administration

• Provide general administrative and secretarial support to the division.
• Manage typing, filing and document control.
• Coordinate meetings and prepare meeting minutes.
• Arrange travel and process related administration.
• Coordinate stationery orders and other office requirements.
• Administer staff leave records.
• Provide reception back-up support when required.
• Assist with staff orientations, mentorship and performance review administration.
• Coordinate training agreements and assist with professional registration administration.
• Arrange medicals and PPE where required.

Financial & Project Administration

• Prepare and process project initiation documentation.
• Assist with the administration and processing of contracts.
• Maintain creditor information.
• Administer weekly timesheets.
• Process monthly expense, overtime and travel claims.
• Process orders, invoices and credit notes.
• Assist with project budget monitoring and control.
• Support debt collection administration.
• Prepare month-end divisional information packs.
• Maintain and update income forecast information.

Tender & Marketing Support

• Assist with the compilation, coordination and submission of tenders and proposals.

Minimum Requirements

• Matric.
• Minimum of 3 years relevant experience in a similar administrative, financial and secretarial suppor t role.
• Competence in invoicing and general financial administration.
• Strong numerical ability and attention to detail.
• Experience gathering information and compiling reports.
• Strong organisational and administrative skills.
• Proficiency in:
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook

• Ability to work independently, take initiative and manage multiple administrative priorities.
• Confident communication skills and the ability to interact effectively with internal and external stakeholders.

Preferred / Advantageous Experience

• Experience within a consulting or professional services environment. • Previous experience using Proman. This position offers a varied role combining financial administration, project support, divisional coordination and tender administration within a multidisciplinary professional services environment.

It would suit

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