Office Administrator: Technology for Sustainable Livelihoods and Environmental Services and Technologies

Introduction

(12 months Contract ) An exciting opportunity is available for a professional, organised and service-oriented individual to join a dynamic team as an Office Administrator: Office of the Directors. The successful candidate will provide comprehensive secretarial, administrative, logistical and financial support services to two Directors, ensuring the smooth and efficient operation of the office.

Duties & Responsibilities

Key Responsibilities

Secretarial Support

• Manage and coordinate Directors' diaries and schedules.

• Screen and manage incoming calls and correspondence.

• Record and communicate messages accurately and timeously.

• Respond to queries and follow up on outstanding matters.

• Maintain positive relationships with internal and external stakeholders.

• Provide secretariat support for meetings, including agenda preparation, minute-taking and distribution of meeting records.

Administrative Support

• Edit, format and prepare submissions, reports, memos and correspondence.

• Draft routine responses and administrative documents.

• Maintain electronic and manual filing systems.

• Track action items, monitor progress and provide regular feedback to Directors.

• Coordinate the submission of strategic and operational reports.

• Ensure compliance with departmental policies and procedures relating to correspondence and documentation.

• Organise meetings, workshops and related logistics.

• Prepare meeting packs and supporting documentation.

Logistical Support

• Arrange travel and accommodation for Directors.

• Process travel and subsistence claims accurately and within required timeframes.

• Coordinate logistical arrangements for meetings and official engagements.

Financial Administration Support

• Monitor unit expenditure and maintain commitment registers.

• Assist with procurement requests for goods and services.

• Process payment documentation and related administrative requirements.

• Coordinate petty cash arrangements and ensure compliance with financial procedures.

Desired Experience & Qualification

Minimum Requirements

Qualifications

• Grade 12 / Senior Certificate (NQF Level 4).

Experience

• Relevant office administration or secretarial experience.

Knowledge Requirements

• Understanding of office administration processes and procedures.

• Knowledge of public service regulations and administrative practices.

• Basic understanding of the Public Finance Management Act (PFMA).

• Knowledge of document management and records administration.

• Familiarity with departmental policies and procedures.

Required Competencies

• Excellent administrative and organisational skills.

• Strong written and verbal communication skills.

• Minute-taking and report preparation skills.

• Computer literacy, including:

• MS Word

• MS Excel

• MS PowerPoint

• Email and Internet applications

• Event and meeting coordination skills.

• Document and records management skills.

• Planning, prioritisation and time management abilities.

• Attention to detail and accuracy.