Description

The Administrative Assistant is responsible for providing administrative day-to-day support to the respective department.

NB: This is a 12-Month Fixed-Term Contract position

Responsibilities

•  Maintain up-to-date written documentation related to the departments business activities.
•  Ensure compliance to the policies and process standards.
•  Keep abreast of internal standards and business goals to ensure adherence to sound internal control.
•  Assist in making follow-ups on outstanding matters.
•  Ensure all requests are handled and responded to within set timelines.
•  Assist in ensuring the availability of stationery within the department.
•  Validate and verify information and documents submitted for accurate capturing and further handling.
•  Ensure the systems/registers used are kept up to date.
•  Check for duplicate documents, requests and queries and report on them.
•  Allocate reference numbers and accurately capture related documents on different systems.
•  Allocation of matters to responsible team members.
•  Draft and send out letters to all stakeholders as required.
•  Arranging meetings on behalf of the department.
•  Assist with taking and distributing minutes in accordance to set governance standards.
•  Create and maintain a register to track matters outstanding.
•  Maintain a follow-up plan on meeting resolutions and matters outstanding.
•  Ensure confirmation of meetings and management of team diaries.
•  Schedule appointments with internal and external stakeholders as and when required.
•  Administer the records management and filling processes in line with the RAF filling plan
•  Ensure that the filing system is always up-to-date and functional.
•  Retrieval of information at all times as requested in the office.
•  Ensure confidentiality of all documents under control and that documentation reaches the intended recipients.
•  Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system and file appropriately.

Requirements

•  Matric or Grade 12 certificate.
•  Relevant 1 years’ experience in Administrative or similar environment.

Skills & Competencies

•  Planning, Organising and Coordinating
•  Personal Mastery
•  Emotional wisdom and Decision Making
•  Ethics and Values
•  Client Service Orientation
•  Computer literacy in MS Word, Excel, PowerPoint.
•  Excellent planning and organisational skills.
•  Good administrative skills.
•  Ability to access required information.
•  Writing skills.
•  Basic understanding of SCM processes.
•  Basic financial acumen.