Administrative Assistant

SUMMARY:
Administrative Assistant

POSITION INFO:

The IT Administrative Assistant plays a key role in supporting the day-to-day administrative operations of the IT Department. This position is responsible for coordinating and managing administrative processes, including IT asset management, procurement, documentation, project administration, budget tracking, reporting, and general departmental support.

Working closely with the Head of IT and the wider IT team, the successful candidate will ensure that administrative, coordination, and reporting activities are delivered accurately, efficiently, and within agreed timelines. By providing proactive administrative support, the role enables the IT function to focus on delivering operational excellence and strategic technology initiatives.

Key Responsibilities

The incumbent is responsible for:

• Maintaining accurate and up-to-date IT asset registers and lifecycle records.
• Processing IT procurement requests, purchase orders, and vendor follow-ups within agreed service timelines.
• Maintaining version-controlled IT documentation, including policies, procedures, standards, user guides, and departmental records.
• Providing day-to-day administrative support to the Head of IT and the wider IT team.
• Tracking and reporting on IT project milestones, deliverables, risks, and action items.
• Assisting with IT budget tracking, invoice reconciliation, expenditure monitoring, and cost control reporting.
• Supporting ISO and other audit activities through evidence collection, document preparation, and record maintenance.
• Coordinating IT-related internal communications, departmental notices, and announcements.
• Providing general administrative support to other business units when requested by management.
• Coordinating IT training sessions, workshops, meetings, and departmental events.
• Preparing presentations, reports, meeting packs, and management briefing documentation.
• Maintaining filing systems and ensuring the confidentiality and integrity of IT documentation and records.
• Performing any other reasonable administrative duties assigned by the Head of IT or management.

Minimum Requirements

Education

• Essential: National Diploma (NQF Level 6) in Office Administration, Business Administration, Information Technology, or a related field, or equivalent relevant business administration experience.
• Preferred: Bachelor's Degree (NQF Level 7) in Business Administration, Information Technology, or a related discipline.

Experience

• Essential: 2–3 years' administrative experience, preferably in an IT or technology-focused environment.
• Preferred: 3–5 years' experience in an IT administrative role, with exposure to IT asset management, procurement, and project administration.

Legal Requirements & Certifications

• Essential: Valid South African ID or work permit, with advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Preferred: ITIL Foundation Certification (or equivalent) and a qualification in Project Administration, Project Coordination, or a related field.