Office Administrators: Office of the Directors (12 months contract)

SUMMARY:
To render effective and efficient office administration and secretarial support services to Directors.

POSITION INFO:
JOB DESCRIPTION 

Secretarial Support                

• Managing the Directors’ diaries
• Handle incoming calls
• Record messages
• Respond to queries by providing the required information
• Maintain internal and external stakeholder relations
• Provide secretariat support for the Director’s meetings  in consideration of urgent core tasks

• Edit and format submissions, memos and other documents on behalf of the Directors
• Draft standard response on behalf of the Directors
• Maintain workflow and filing system electronically and manually.
• Respond to queries by providing the required information
• Track progress of actions, issue reminders and provide feedback to the Directors.
• Ensure that applicable processes are adhered with regard to outgoing and incoming submissions
• Prepare packs for all the meetings / workshop that the Directors attend
• Organise Directorates meetings (including logistics) and draft minutes and also support the Director with external meetings 
• Coordinate submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc)

• Arrange traveling and accommodation for Directors
• Process traveling and subsistence claims of Directors

• Monitor unit cashflow and capture expenses in the commitment register
• Process requests on procurement of unit required goods and services
• Process payment advice of procured goods and service for the unit
• Arrange petty cash and ensure compliance with relevant processes 

• Grade 12 Senior Certificate (NQF level 4) 
• Diploma/Degree in relevant field is an added advantage