KEY RESPONSIBILITIES

BU Administration and Office Support

• Rendering of effective administration and office support services in the Business Unit.
• Act as the first point of contact for internal and external clients and contacts via telephone (call handling) and electronic e-mail.
• Maintain an effective filing system for ease of tracking and retrieval of documents.
• Develop a database of contacts and updates regularly to ensure current information.
• In consultation with the Manager, draft correspondence on behalf of the Unit.
• Prepare and type correspondence, minutes, reports, and other documents as required.
• Provide secretarial support for committees and forums chaired by the BU Manager.

Meeting Coordination

• Manage the diary of the Manager: Asset Management, set up meetings, and manage all correspondence relating to diary management and scheduling of meetings accordingly.
• Proactively monitor and appropriately manage responses to all meeting invitations.
• Schedule meetings and secure appropriate venue for the BU.
• Prepare agendas with inputs from meeting participants.

Travel Administration

• Act as a travel coordinator and liaise with the contracted travel agency.
• Make travel arrangements for the staff and the manager i.e. transport, accommodation & flights.
• File all signed travel requisitions with invoices from the travel agency.

Correspondence, records, and documentation management

• Maintain an effective filing system for ease of tracking and retrieval of documents.
• Develop a database of contacts and updates regularly to ensure current information.
• Handle all incoming & outgoing correspondence.
• Establish and maintain an efficient and effective correspondence and document management system.

Procurement Management Administration

• Preparation and submission of requisitions for purchase orders and invoices.
• Sourcing of quotations via RFQ processes.
• Raise purchase orders for required services and request authorization from the Manager prior to forwarding them to Supply Chain Management (SCM).
• Keep track of orders issued and the receipt of purchased goods, invoicing, and payments.

Finance Management Administration

• Process S & T claims for the BU.
• Tracking and monitoring of budget expenditure and report to BU Manager.
• Application of standard procedures for all financial transactions to ensure compliance with policy and the PFMA (Public Finance Management Act).

BEHAVIOURAL ATTRIBUTES AND SKILLS

• Ability to operate within a dynamic and diverse team environment and capable of building interpersonal relations with clear communication.
• Ability to operate with confidentiality and sensitive information.
• Possess strong organisational and prioritising abilities.
• Able to resolve challenges and contribute toward the effective functionality of the Asset and Management Business Unit of the Council for Geoscience.
• Able to contribute toward the planning and organising of programmes in the Assets management unit of the Council for Geoscience and assist in project coordination.
• Able to operate with clear communication, conflict management, and the capability of building professional relationships.
• Affinity toward training and development.
• Professional writing and communication skills.
• Computer literacy and the ability to work within an integrated environment.
• Ability to work within organisational policies and procedures.
• Have an affinity toward creative, innovative thinking with a significant dedication toward quality management and control.
• Affinity toward maintaining the highest level of safety and health management.

EDUCATIONAL QUALIFICATION

• Grade 12.
• National Diploma (NQF 6) in Office Administration or equivalent qualification.
• 3 -5 years’ working experience in Office Administration and/or Secretarial duties.
• Must be computer literate in MS Office.