Secretary: Office of the Directors

SUMMARY:
JOB PURPOSE:

• To render a secretarial support service to Director(s).
  

• Grade 12 Senior Certificat
  

POSITION INFO:
RESPONSIBILITIES:
Secretarial/receptionist support

• Receives telephone calls and refers the calls to the correct players.
• Records appointments and events in the diary of the Director(s)
• Type documents for the Director(s) and other staff within the unit.
• Operates office equipment like photocopiers
• Provide secretariat support for the Director’s meetings (take minutes, agenda etc.) in consideration of urgent core tasks

• 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 (policies and procedures) 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 support the Director with external meetings (This excludes project meetings of Sub directorates)
• Coordinate submission of strategic and operational reports and documents (PMDS, Annual Reports, Strategic Plans, Audit reports etc)

• Liaises with travel agencies to arrange travelling and accommodation
• Arrange meetings and events for the Directors and the staff in the unit
• Process traveling and subsistence claims of Directors

• Receive monthly expenditure from Finance 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 (e.g., submit receipts and change to finance)