To render a secretarial support service to Director(s).
JOB DESCRIPTION
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
Administrative Support
- 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 Subdirectorates)
- Coordinate submission of strategic and operational reports and documents (PMDS, Annual Reports, Strategic Plans, Audit reports etc)
Logistical Support
- 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
Financial administration support
- 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)
JOB REQUIREMENTS
- Grade 12 Senior Certificate (NQF 4).
- Diploma/Degree in relevant field is an added advantage
Desired Skills:
- Administrative skills
- Communication skills
- Minutes taking
- Computer skills
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