Office Administrator: Technology for Sustainable Livelihoods and Environmental Services and Technolo
Phaki Personnel · Pretoria, Gauteng
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JOB PURPOSE To render effective and efficient office administration and secretarial support services to Directors.
MINIMUM REQUIREMENTS Grade 12 Senior Certificate (NQF level 4) Duties & Responsibilities
RESPONSIBILITIES
Secretarial Support
- Managing 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, agenda etc.) in consideration of urgent core tasks
Administrative Support
- Edit and format submissions, memos and other documents on behalf of the Directors.
- Draft standard response on behalf of the Directors
- Maintain workflow and filing system electronically and manually.
- Respond to queries by providing the required information
- Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions
- Track progress of actions, issue reminders and provide feedback to the Directors.
- Prepare packs for all the meetings / workshop that the Directors attend
- Organise Directorates meetings (including logistics) and draft minutes and also support the Director with external meetings (This excludes project meetings of Sub directorates)
- Coordinate submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc)
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 goods 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)
NB: We request applications from designated groups (Coloureds, Persons with disabilities and men – including non-designated men (white males) and youth).