Description
OVERALL PURPOSE OF THE JOB

• To provide the Office of the Director of Civil Aviation (DCA), secretarial and office support that would assist the DCA to lead the organisation efficiently.

Secretarial Support and Planning

• Coordinate all office of the DCA related activities and manage liaison between other divisions.
• Assist with all the logistical arrangements relating to the office of DCA projects and work requirements.
• Assist the PA with managing the DCA diary and scheduling of appointments.
• Assist the PA in arrange and setting up workshops/seminars/team building initiatives.
• Assist in the draft of minutes of meetings and follow up on actions items form meetings.

Stakeholder Relations

• Ensure relevant documentation is prepared and distributed in advance of appointments and meetings according to SLA timelines of the DCA’s Office.
• Liaise with relevant internal and external stakeholders to source required information. 
• Ensure all documentation for the office of the DCA is in line with ISO compliance requirements. 
• Receive, monitor and track all information and documents submitted to the office of the DCA.
• Assist the PA in receiving and directing all local and international visitors appropriately in line with the prescribed protocol.
• Compile memos relating to customer liaison and escalations.

Office Administration

• Coordinate IT related issues for the office of the DCA and ensure resolution.
• Create and maintain a filing system for the office of the DCA.
• Ensure all documentation is kept in a safe and secure environment.
• Register and distribute incoming and outgoing mail to relevant recipients.
• Assist the PA with the preparation of presentations for the DCA 
• Obtain quotations as per supply chain policy for all office of the DCA requirements.
• Manage the PO approval process for the office of the DCA
• Manage the processing of all invoices in the office of the DCA
• Monitor office supplies, assess requirements and maintain stock levels.

Confidentiality

• Maintain confidentiality and keep information discreet flowing within the office of the DCA based on understanding of authority levels to receive      information.
• Undertake responsibilities as appropriate which will fulfil the purpose of the role and support the success of the organisation.

Travel and Accommodation

• Assist the PA to coordinate all logistical arrangements for local and international travel, car hire and accommodation for all members of the DCA’s      office. 
• Assist the PA in prepare presentation packs for the DCA’s trips.
• Assist the PA in coordinate visa applications.

Requirements
Education

Minimum

• Formal qualification in Office Administration / NQF level 5 or relevant equivalent  

Ideal

• National Diploma in Administration / NQF level 6 qualification or relevant equivalent  

Experience

• 3 or more Years in Administration and Office Support experience