Contracts and Process Administrative Assistant (CPAA)

SUMMARY:
Signa Opportunity is recruiting unemployed youth for quality workplace experience through the Youth Employment Service (YES) initiative.
About the YES Initiative
The initiative was launched by the President in 2018 and is a partnership with the government and labour department to collectively devise a national plan to build economic pathways for South Africa’s youth by creating workplace opportunities for South African youth over a period of 12 months.

Position: Contracts and Process Administrative Assistant (CPAA)

Stipend: R5500.00

Location: Jet Park, Boksburg

POSITION INFO:
About the role
The Contracts and Process Administrative Assistant provides direct support to the Contracts and Process Administrator by performing administrative, clerical, and coordination duties related to contract management, legal compliance, and organisational process administration. 

The CPAA (Contracts and Process Administrative Assistant) ensures that contract records, compliance documentation, and filing systems are accurately maintained, assists with procurement documentation, and helps ensure adherence to company policies, OHS standards, and legislative requirements.

This role plays an essential supporting function in maintaining the integrity of legal, contract, and document management systems.

The duties include the following:

1. Contract and Legal Administration Support:

• Assist in preparing, formatting, and proofreading standard contracts, NDAs, and supplier agreements using approved templates.
• Track and update contract control sheets under supervision of the Legal and Process Administrator.
• Follow up on unsigned or expiring contracts and maintain communication logs.
• File and archive signed contracts electronically in accordance with the company’s Record and Document Management System (RDMS).
• Support with the collection and verification of supplier and contractor documentation (e.g., CSD registration, tax clearance, insurance certificates).

• Perform routine administrative tasks including scanning,      printing, and document filing.
• Maintain up-to-date filing systems — both digital and hard copying, ensuring that all documentation is properly labeled, indexed, and easily retrievable.
• Provide clerical assistance for tenders, funding applications, and submissions by preparing and organising supporting documentation.
• Assist in maintaining company templates and ensure only the latest versions are accessible on shared folders.

• Support the implementation and monitoring of standard operating procedures (SOPs).
• Assist in updating compliance trackers and registers for POPIA, OHS, and labour law adherence.
• Support risk and compliance audits by ensuring all required documentation is up to date.
• Help maintain the litigation and dispute log as guided by the Legal and Process Administrator.

• Assist with OHS documentation, inductions, and recordkeeping.
• Support scheduling of drills, inspections, and safety briefings.
• Capture and maintain records of incident reports and corrective actions.
• Records and Information Management
• Update the contract control sheet and RDMS data under supervision.
• Ensure data accuracy and integrity in all contract-related information systems.
• Maintain confidentiality and compliance with POPIA standards.

• Supply the Contracts and Process Administrator and General Manager with summary reports on the progress of projects and tasks being undertaken by the role in the different functional areas.
• Notify the Contracts and Process Administrator and General Manager of any constraints or difficulties experienced in achieving completion of any of the tasks.
• Inform relevant business unit managers and the Contracts and Process Administrator & General Manager when requested tasks have been completed.
• Liaises with: Operations, Finance, Procurement, and ETQA departments.

• South African unemployed youth between the ages of 18 and 34.
• Must not have participated on the YES programme before.
• Certificate/Diploma in paralegal or other relevant legal qualification relating to company and contract law.
• Attendance at workshops or short courses relevant to the completion of the tasks and responsibilities of the role.
• Good written and verbal communication skills (English and Afrikaans would be ideal).
• Excellent and effective telephone manner to communicate required information and move tasks and projects forward.
• Computer literate with Word, Outlook, Excel, and Google.
• 1-2 years’ experience in a similar role.
• Experience in liaising with relevant parties, departments, and business units to effectively complete tasks.
• Experience in working with contracts.