Office Administrators: Office of the Directors

SUMMARY:
Office Administrator: Technology for Sustainable Livelihoods and Environmental Services and Technologies

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

POSITION INFO:
JOB DESCRIPTION 

Secretarial Support:

• Manage the Directors’ diaries - Directors kept informed of all engagements in their diaries.
• Handle incoming calls - All incoming calls screened and managed according to the Directors requirements.
• Record messages - Messages recorded accurately and timeously.
• Respond to queries by providing the required information - All queries answered and the follows-ups to queries that have been referred done promptly
• Maintain internal and external stakeholder relations - Stakeholders satisfied with the level of service and support received.
• Provide secretariat support for the Director’s meetings (take minutes, agenda etc.) in consideration of urgent core tasks - Secretariat support provided.

• Edit and format submissions, memos and other documents on behalf of the Directors - Documents edited and or formatted.
• Draft standard response on behalf of the Directors - Standard responses drafted.
• Maintain workflow and filing system electronically and manually - Easily accessible documents.
• Respond to queries by providing the required information - All queries answered within 48hrs and the follows-ups to queries that have been referred done promptly.
• Track progress of actions, issue reminders and provide feedback to the Directors -  Progress tracked and reminders issued, and Directors provided with feedback.
• Ensure that applicable processes (policies and procedures) are adhered regarding outgoing and incoming submissions - Incoming and outgoing correspondence adhered to applicable policies and procedures.
• Prepare packs for all the meetings / workshop that the Directors attend - Documents for the meetings forwarded to the officials or concerned or Directors two days before the meeting or as required.
• Organise Directorates meetings (including logistics) and draft minutes and support the Director with external meetings. (This excludes project meetings of Sub directorates) - Meetings arranged including venues and minutes drafted.
• Coordinate submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc) - Required documents coordinates accordingly.

• Arrange traveling and accommodation for Directors - Travel booking finalized two days before traveling.
• Process traveling and subsistence claims of Directors - All traveling and subsistence claims processed accurately and timeously.

• Monitor unit cashflow and capture expenses in the commitment register - Commitment register updated based aligned to the cashflow.
• Process requests on procurement of unit required good and services - Request for procurement of good and services processed on time.
• Process payment advice of procured goods and service for the unit - Procured goods and services.
• Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance) - Petty cash arranged with approval from the Directors.

• 1 – 2 years of experience

• Grade 12 Senior Certificate (NQF 4).
• National Diploma in Office Administration or relevant qualifications

• Knowledge and understanding of company policies and procedures.
• Clear understanding of office administration activities and processes.
• Knowledge and understanding of public service regulations.
• Basic knowledge and understanding of the Public.
• Finance Management Act.