SECRETARIAT ADMINISTRATOR

To enable the secretariat office to execute its duties effectively and professionally by providing a professional secretarial and administrative support.

Duties & Responsibilities

Management of formal/official records

• Maintains an up to date manual and electronic filing system of formal records • Maintains statutory records such asminute books, attendance registers, company registers, resolution registers, CIPC Forms, etc • Manages the Courtesy register, Conflict of interest register • Maintains proper record keeping/archiving of minutes, meeting attendance registers Co-ordination of meetings Notifies attendees of meeting dates, times and venues

• Books meeting venues • Ensures availability of fully functional equipment required for meetings (such as overhead projector, recorder etc) • Books catering and ensures that refreshments are provided if and when required • Prepares meeting packs • Ensures timeous circulation of meeting packs and minutes • Takes minutes of meetings when required • Facilitates scheduling of special meetings Monitor committee expenditure of refreshment and ensure timeous cancellation of refreshments, venues, travel Provision of administrative and secretarial support for the department

• Raises purchase requisitions for the department
• Ensures timeous payment of invoices
• Monitors committee secretariat’s expenditure of refreshment, venues, travel
• Ordering and maintaining stationery and equipment supply
• Makes travel and accommodation reservations
• Attends to internal and external queries directed to the department and escalates where necessary
• Liaseswith other administrators externally and internally to ensure proper and smooth organisation of all activities within the secretariat office

Desired Experience & Qualification

FORMAL EDUCATION

• B.Admin. Degree • Chartered Institute of Secretaries (CIS) qualification would be advantageous • Driver’s license TECHNICAL/ LEGAL CERTIFICATION

• B. Admin • CIS (Institute of Secretaries) will be an advantage • ICT sector will be an added advantage. EXPERIENCE

• At least three (3) years secretariat experience in a similar role. Experience in a similar industry/sector is an added advantage. • Computer literacy - MS Office Suite - advanced level COMPETENCIES

• Advanced writing skills • Minute taking • Facilitation • Interpersonal skills • Organising • Good command of English language • Computer literacy – Microsoft Office suite OTHER SPECIAL REQUIREMENTS

• Willing to work outside normal office hours and sometimes on weekends for meetings and collating of meeting packs.
• Ability to work under pressure and meet strict deadlines.