Job Description

The successful candidate will be responsible for the following key performance areas:

• Engage in short-term planning and perform tasks against work plans as defined with the team leader/manager. 
• Perform general administration in support of the department’s overall operations, strategy and business continuity management (BCM), including but not limited to correspondence, personnel-related matters, governance, risk and compliance, and records management.   
• Perform administrative tasks in support of the department’s financial administration and procurement, ensuring the timely submission of accurate payment information.
• Support the Manager: Support in his/her role as the department’s sub-records manager and the representative for training, facilities, information and communication technology (ICT) as well as fixed assets, ensuring the effective management of the department’s facilities requirements and resources. 
• Provide support to the team leader in the monitoring and maintenance of the business continuity planning (BCP) process and Occupational Health and Safety Act 85 of 1993 (OHS Act) responsibilities, where appropriate.
• Assist in the coordination of the risk management process for the department and in the maintenance of the department’s risk matrix and action plans emanating from internal and external audits. 
• Provide administrative support in the preparation of the annual budget and the monitoring of budget-related expenditure, monthly variance reporting and quarterly forecasting.
• Provide administrative support in coordinating the formulation and review of the departmental strategy.
• Engage effectively with stakeholders in and outside of the department in service of the department. 
• Perform administrative duties on an ad hoc or projects basis as requested by the team leader/management, including relieving team members as required, while ensuring compliance with relevant guidelines, standards and policies. 
• Perform work independently within established practices, given processes, rules and regulations, ensuring compliance with standards, policies and other guidelines in executing own tasks.
• Diagnose problems and choose and/or modify routines to address them, demonstrating the ability to provide solutions within a defined context. 
• Willingly address any gaps in own performance of tasks and activities against the required standards.

Qualifications

To be considered for this position, candidates must be in possession of:

• a post-matric certificate (NQF 5) in Administration, Risk and Compliance, Governance and/or Records Management; and
• one to three years of experience in a relevant support environment.

Additional requirements include:

• industry, organisational and business awareness, knowledge and skill;
• quality assurance knowledge and skill;
• administration information management knowledge and skill;
• administration data capturing knowledge and skill;
• administration reporting knowledge and skill;
• cost administration knowledge and skill;
• administration-specific research knowledge and skill;
• administration-specific inventory management knowledge and skill;
• data analysis and reporting knowledge and skill;
• verbal and written communication skills; and
• a service and stakeholder focus;
• continuous improvement knowledge and skill;
• continued learning and/or professional development knowledge and skill;
• BCP knowledge and skill;
• administration strategy knowledge and skill;
• administration planning knowledge and skill;
• legislation, governance, risk and compliance knowledge and skill;
• administration information management knowledge and skill;
• administration service delivery knowledge and skill.