Regional Coordinator – Pietermaritzburg Regional Office needed at Council for Geoscience
Job title : Regional Coordinator – Pietermaritzburg Regional Office
Job Location : KwaZulu-Natal, Pietermaritzburg
Deadline : December 20, 2024
Quick Recommended Links
KEY RESPONSIBILITIES:
- Assist the Manger: Facilities Management with the proper effective and efficient office coordination and administration, including the undertaking and overseeing the relevant administrative authorization.
- Acts as a first point of contact person on all office administration and general information.
- Coordinates collection and delivery of office backup storage hard drives.
- Develop and compile a database of contacts and updates regularly to ensure current information.
- Coordinate approval and relevant authorisation processes and tasks for other business units and sections.
- Coordinate maintenance of the office infrastructure and condition.
- In consultation with the Manager/s, draft correspondence/documents on behalf of the Region Office.
- Provide secretarial support for committees and forums chaired by the Manager and/or other relevant line management.
- Coordinate parcels for courier and mail services including preparing, booking and tracking of parcels.
- Carry out specific projects and research as requested by the Manager and/or other relevant line management.
- Assist with contract administration and project administration, fleet vehicles in the regional office.
- Coordination of meetings with internal and external stakeholders.
- Coordinate the presentation and marketing of relevant CGS materials, services and products to walk-in clients.
- Maintain an efficient and effective correspondence and document management system.
- In consultation with the manager, disseminate information and/or documents as when required.
- Handle confidential and sensitive documentation.
- Proper record up-keep and administering of S&T claims, requisitions, submissions, collation of signatures, etc.
- Supervise the reception area, monitor and manage the use of boardrooms and conference.
- Act as travel coordinator and liaise with the contracted travel agency.
- Ensure adherence to travel policy requirements in terms of class of travel and types of accommodation.
- File all signed travel requisitions with invoices from travel agency.
Rendering of effective administration and coordination of the map sales by:
- Coordinating and prepare digital data.
- Preparing shipment of publications and maps.
- Updating the map database and liaise with relevant Business Unit on availability of digital data.
- Maintaing an inventory list of all publications and maps available.
- Handling all customer service issues.
KEY PERSONAL ATTRIBUTES
- Customer orientation
- Communication skills (oral and written)
- Teamwork and collaboration
- Problem solving
- Report writing skills
- Sense of urgency
- Work under pressure
Knowledge and Experience
- Fully computer literate with an advanced level MS Office
- 3 to 5 years working experience in Office Administration/Secretarial duties
- Experience and understanding of general administration and office support practices
- Knowledge of basic financial management administration operating systems
- Solid knowledge and understanding supply chain management administrative knowledge
- Knowledge of basic team supervision
- Knowledge and understanding of the PABX/Voice system
- Ability to capture data, operate computer and collate facilities information
- Ability to interpret relevant directives and compile management reports
- Ability to exercise discretion in dealing with confidential or sensitive matters
- Confident and able to work on own initiative and with limited supervision
- Strong organisational and planning skills with ability to prioritise
EDUCATIONAL QUALIFICATIONS:
- Grade 12 and;
- Office Administration National Diploma (NQF Level 6) in office administration or equivalent.
How to Apply for this Offer
Interested and Qualified candidates should Click here to Apply Now
- Administrative / Management jobs