CORE PURPOSE OF JOB

• To manage and provide a high quality secretarial service within the office of the CIO and the NMU.
• To manage and ensure effective financial administration within the office of the CIO
• To provide a professional service to internal staff, Stakeholder as well as to the public.
• To manage and provide an efficient and effective administration support service within the office of the DVC: People and Operations when required.

KEY PERFORMANCE AREAS

• Manage the electronic diaries of the CIO.
• Screen calls and handle general enquiries about payments, travel, reimbursements, and refunds.
• Conduct basic research tasks for department managers and process internal print requests.
• Order stationery and refreshments as needed.
• Arrange meetings with stakeholders (internal and external), take minutes when required, and maintain committee correspondence.
• Organise local and international travel and provide administrative support to CIO and ICT Services.
• Support Executive Management offices as needed.
• Co-ordinate, process, file, and track financial transactions; monitor and consolidate the budget, including capturing and reporting.
• Manage staff access to ITS systems.
• Ensure all meetings are scheduled appropriately and circulate MANCO documentation for stakeholder input.
• Provide documents for meetings to CIO & Directors as necessary and arrange board meeting travel.
• Assist Directors with ad hoc requests and coordinate events, including booking venues, refreshments, and handling RSVPs.
• Communicate with stakeholders via phone and in person, follow up on requests, and arrange telecom/video conferences.

CORE COMPETENCIES

Key Skills and Competencies

• Have appropriate knowledge and experience of an administration system.
• Possess good analytical skills and have excellent interpersonal skills.
• Ability to use own initiative, work independently and maintain confidentiality.
• Have strong written and oral communication skills.
• Provide minute/note taking at meetings when required.
• Excellent telephone etiquette
• Adherence to the values of Nelson Mandela University
• Have a good understanding of project administration and applicable software
• Possess a thorough knowledge of Microsoft Office and excellent typing skills
• Have appropriate knowledge and experience in office administration functions
• Possess outstanding organisational skills

REQUIREMENTS

• In order to be considered for appointment, candidates must possess a Matric (Grade 12) as well as at least two to five (2-5) years’ relevant and / or working experience in which competency has been gained.

ADDITIONAL INFORMATION e.g. contact person and telephone number, e-mail; etc.

• Cover letter
• Equity targeted groups to be specified on the advert