Office Administrators: Office of the Directors (12 months contract)

Reference: JHB001971-Kamo-1

To render effective and efficient office administration and secretarial support services to Directors. Duties & Responsibilities

JOB DESCRIPTION

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  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

• Track progress of actions, issue reminders and provide feedback to the Directors.

• Ensure that applicable processes are adhered with regard 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 also support the Director with external meetings

• 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

JOB REQUIREMENTS

• Grade 12 Senior Certificate (NQF level 4)

• Diploma/Degree in relevant field is an added advantage

Package & Remuneration

Annually