Location:
Midrand, Gauteng
Full Job Description
Overview
The role involves providing comprehensive administrative support, compiling reports, and maintaining an efficient records management system for the unit.
Key Responsibilities
General Administration
- Deliver end-to-end administrative support to the unit.
- Oversee daily administrative tasks and manage team calendars.
- Schedule meetings and arrange refreshments as needed.
- Record meeting minutes, circulate for feedback, and track follow-up actions.
- Draft, type, and edit reports, confidential correspondence, and other documents.
- Manage filing, faxing, photocopying, and general office duties.
- Serve as secretariat for internal committees, ensuring compliance with governance standards.
- Coordinate submissions to the board, management committees, and other decision-making bodies.
- Handle local and international travel arrangements, including claim processing.
- Respond to general queries and screen calls directed to the Head and team.
- Manage procurement processes, including invoice and claim submissions.
- Assist with the preparation of reports and presentations for unit use.
- Support internal audits and compliance reviews.
- Work with the events team to plan and coordinate external stakeholder engagements.
- Process invoices and related tasks using SAP.
Monitoring, Planning, and Reporting
- Assist in developing and aligning the unit’s Balanced Scorecard (BSC); monitor progress and prepare status reports.
- Collaborate on budget preparation and track spending with budget owners.
- Provide administrative support for allocated projects.
- Compile and present reports on activities, expenses, budgets, and other matters impacting the unit.
- Maintain up-to-date record-keeping systems (manual/electronic) to support documentation access and storage.
- Manage service provider records, ensuring centralised information storage.
- Perform additional administrative tasks as required.
Performance Indicators
- Timely and effective administrative support to the team.
- High-quality presentations and reports.
- Accurate and efficient budget tracking.
- Minimal administrative errors.
- Reliable and accessible document and record management.
Qualifications & Skills
Minimum Requirements:
- Diploma in Administration or equivalent qualification.
- At least 5 years of administrative and secretarial experience.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Willingness and flexibility to be reassigned across sectors/geographies within the division as needed.
Preferred:
- Qualification in Project Management.
- Experience in SAP Procurement.
Technical Competencies
- Computer Literacy: Confident use of office software for document creation, spreadsheets, presentations, and email.
- Written Communication: Ability to tailor writing for various audiences and purposes; strong grasp of grammar and structure.
- Reporting: Capable of preparing reports and performing simple data analysis.
- Planning & Organising: Effective in prioritising tasks and managing time under pressure.
- Policies & Procedures: Thorough knowledge and application of work-related policies.
- Project Management: Understands key project management concepts and supports project execution.
- Data Collection & Analysis: Gathers and analyses basic data with a good understanding of statistical concepts.
Personal Attributes
Behavioural Competencies:
- Achievement Orientation: Meets deadlines, overcomes challenges, and seeks growth opportunities.
- Attention to Detail: Ensures accuracy and completeness in work outputs.
- Customer Service Orientation: Understands and anticipates client needs; adapts services accordingly.
- Self-awareness & Self-control: Manages emotions and maintains performance under pressure.
- Teamwork & Collaboration: Fosters a cooperative work environment and encourages knowledge sharing across teams.
