Secretary

Job Advert Summary

• To provide effective and efficient secretarial, coordination and administrative services and support to the General Manager: Research Administration & Integration in managing the RA&I function within the Rand Water Institute.

Minimum Requirements

• Matric/Grade 12

Desired Education

• Diploma or other/equivalent administration-related qualification (NQF 6)

Minimum Experience

• General administrative and secretarial experience.

• Experience using MS Office.

• 2–3 years' working experience.

• Working knowledge of MS Word and PowerPoint.

Desired Experience

• Experience in the secretarial and administrative field.

• Basic experience with SAP and MS SharePoint/Intranet.

• Meeting and events coordination and secretariat.

• Primary Duties

• Receive visitors in accordance with Rand Water security directives; receive, screen and direct telephone calls.

• Maintain the General Manager's calendar, coordinate meetings and deadlines, and organise travel arrangements and maintain a travel schedule in collaboration with the Travel Office.

• Produce, compile, copy, scan and submit reports, correspondence, proposals, procedures, schedules and presentations, including documents in MS Word and PowerPoint.

• Maintain correspondence logs and follow up outstanding documents; safeguard confidential records and maintain paper and digital filing systems in accordance with Rand Water records and archival standards.

• Coordinate meetings and events, including invitations, venues and logistics; prepare and distribute agendas and supporting documents at least one week beforehand, record minutes, obtain approval and make minutes and outputs available one week afterwards.

• Order and maintain office stationery and report equipment, furniture and facilities problems to the appropriate support functions.

• Obtain and distribute HR reports, maintain attendance records where required, and coordinate the function's performance management and training and development processes, including approval, retention and submission of the relevant records.

• Provide related administrative support, including maintaining the research initiative register and obtaining information for research; create, distribute and retain communiqués, emails and newsletters

Knowledge

• Computer Literacy/MS Office.

• Document Filing and Management.

• Budgeting And Financial Reporting.

• Office Management; Meeting Coordination and Administration.

Desired

• Records Management

• Library Management

• Processes

• Rand Water Environment and Processes;

• Events Coordination and Administration;

• HR Management Processes;

• Travel Management;

• Performance Management/Balanced Scorecards.

Skills

• Good interpersonal skills.

• Communication skills, verbal and written.

• Excellent computer skills – Microsoft Office.

• Report-writing skills

• Time management.

• Ability to plan and organise.

• Problem-solving.

Attitude

• Self-motivated and a team player.

• Ability to work under pressure.

• Deadline-oriented.

• Ability to work independently.

• Able to work under pressure.

• Discreet and able to uphold confidentiality.

• Conscientiousness.

• Diligent.

Closing Date

• 2026/11/11