Location:
Pretoria, Gauteng 0157
Full Job Description:
Job Purpose:
To deliver comprehensive administrative and general support services to a division and its management team.
Key Performance Areas:
Stakeholder Coordination and Administration:
- Build and maintain effective relationships with both internal and external stakeholders, supporting stakeholder relationship management, and following up on feedback.
- Respond to queries from internal and external stakeholders, ensuring consistent communication and appropriate routing of inquiries.
- Assist in organizing conferences, workshops, and meetings, including booking venues (internal/external), arranging refreshments, parking, and ICT equipment.
- Prepare and update information for meetings, ensure accurate recording of minutes and proceedings.
- Plan, manage, and coordinate follow-up actions arising from meetings, workshops, and events.
- Report on outstanding action items and issues that require attention post-meetings.
Office Administration:
- Provide general administrative support functions.
- Offer basic technical support for office IT and logistical needs, especially for provincial offices.
- Ensure all office equipment remains operational; report faults promptly for corrective action.
- Maintain a compliant filing system in line with the Record Management Policy.
- Manage postal, fax, and email communications, both internal and external.
- Draft and dispatch standard correspondence.
- Scan, photocopy, collate documents, and manage printing tasks, including bulk printing.
- Monitor and manage stock of basic supplies (e.g., stationery, paper, toner), ensuring timely ordering and proper storage according to FIC policies.
- Support asset management activities, including allocation, movement, and verification of assets.
- Liaise with suppliers, maintaining professional relationships to ensure timely renewal and updates of contracts.
- Follow up on staff training and learning development activities.
- Perform secretarial duties, including drafting letters, memos, and meeting documentation.
- Capture and process stakeholder requests accurately and acknowledge them in a timely manner; ensure matters are updated and finalized on electronic systems.
- Disseminate reports and information promptly upon request and maintain statistical records aligned with stakeholder/client expectations.
- Arrange memberships, conference participation, and training attendances.
- Maintain and update internal databases, such as the authorized officer database and related correspondence.
- Manage divisional budget processes, procurement activities, and ensure compliance with financial and recordkeeping policies.
- Organize travel and accommodation arrangements in line with FIC travel policies.
General Support:
- Assist with onboarding and orientation of new staff, training them on administrative processes.
- Provide professional administrative support and advice to the division and the FIC.
- Delegate work to other support staff and contribute to their performance assessments.
- Oversee clerical and secretarial tasks, as well as other ad hoc administrative assignments.
- Coordinate the implementation of health, safety, and risk management actions within the division, liaising with relevant stakeholders.
- Contribute to organizational initiatives and projects relevant to the division.
- Assist in employee contracting, supervision, coaching, mentoring, and performance evaluation processes.
- Perform additional duties and general administrative tasks as required.
Education, Skills, and Experience:
- Diploma with a minimum of 5 years of relevant experience.
- Highly organized, capable of working independently while keeping management informed of progress and priorities.
- Intermediate to advanced proficiency in Microsoft Office applications and familiarity with technology and processes related to the role.
- Exceptional attention to detail and strong administrative capabilities.
- Proactive, professional, and able to handle multiple tasks efficiently.
- Competent in standard to advanced computer literacy, particularly in Word and Excel.
