QUALIFICATIONS AND EXPERIENCE
Minimum Requirements
- A registered three years National Diploma or Degree.
- Minimum of 2 years working experience in administration.
DUTIES
- Diary management and correspondences
- Screen appointments before scheduling them in a professional and courteous manner
- Reschedule appointments using discretion when a urgent or important meetings take precedence
- Respond to queries (verbal or electronic)
- Events and meetings management
- Arrange and coordinate meetings, workshop, seminars and other similar events(as an when required)
- Notify relevant people of events scheduled by the Chief Directorate
- Notify people of changes to appointments or meetings diplomatically
- Make logistical arrangements as required (including procurement processes)
- Assist with procurement and payment processing as required
- Take minutes of meetings as required
- Document and information management
- Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually)
- Retain confidential records securely
- Organise incoming mails and draft courtesy replies to correspondence which requires a standard response
- Documents compilation and formatting
- Draft, edit and format documents including schedules, graphs, presentations, etc. using appropriate computer software
- Maintain templates of standard documents in use in the department, including presentation formats
- Office management
- Order office supplies as needed
- Ensure that office equipment for Chief Directorate is operational and notify the appropriate person timeously when something is not working
- Maintain an inventory of office equipments for the Chief Directorate and liaise with necessary personnel for maintenance and replacements
- Keep an up to date list of contact numbers for the Chief Directorate
- Monitoring and reporting
- Expenditure monitoring for the Chief Directorate
- Chief Directorate performance and reports
COMPETENCY REQUIREMENTS
Knowledge
- Basic understanding of Departmental polices
- Clear understanding of office administration activities and processes
- Knowledge of the PFMA
- Knowledge of Public Service Regulations
Skills
- Good computer skills (MS Word, Excel, PowerPoint, internet and email)
- Listening
- Report writing skill
- Communication
- Administration
- Organising
- Etiquette
Personal attributes
- Ability to interact with people
- Good Interpersonal Skills
- Initiative
- Ability to work with and in teams
- Ability to multi task
Desired Skills:
- MS Office
- Listening
- Report Writing
- Commucation
- Organising
Desired Work Experience:
- 2 to 5 years
Desired Qualification Level:
- Diploma