Job Description
- Responsible for providing Secretarial and Administrative support to the two Department Heads and the team to ensure an efficient running of the Department.
- To assist the two Heads and teams with support through planning and coordination of information in order to optimize workflow procedures and activities in the unit.
- To be the point of reference for all queries, requests or issues and be an integral part of the Department.
Qualification and Experience
Qualifications:
Skills and Knowledge:
- At least 2-5 years proven Secretarial and Administration experience.
- Experience in travel management system and activities preferred
- The following computer skills and knowledge of office software packages are essential: MS Word; PowerPoint; Excel and Outlook
- Knowledge of SAP will be an added advantage
Roles and Responsibilities
Financial / Shareholder Returns
Process the department’s expenditure and / or invoices
- Assist with booking and registration of team members for training and networking events
Internal / Operational Processes
- Provide secretarial support and general administrative function to the Head and team members.
- Receive, direct and relay telephone messages and follow up with team members to ensure that it has been actioned.
- Provide general administration work including typing, generating reports, presentation slides, scheduling appointments and collating minutes.
- Arrange and manage meetings or events and supporting logistics.
- Minutes taking and delivery of finalised minute report.
- Manage the Head’s diary.
- Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia, the SharePoint, etc.
- Making travel arrangements and processing claims for the Head and team members as required.
- Facilitate maintenance of office equipment.
- Requisition of stationery.
- Facilitate the on boarding of new staff members joining the team.
- Maintain an updated contact lists for the department.
- Provide administrative support in order to optimize workflow procedures in the office.
- Assist with scheduling and arranging team cohesion and strategy events.
Customer Focus & Stakeholder Management
- Provide professional secretarial and administrative support.
- Provide an efficient customer service to both internal and external customers.
- Build and maintain relationships with stakeholders in the rest of the organisation.
Learning, Leadership & People Growth
- Manage own development to enhance own competencies.
- Participate in knowledge sharing in the team.
Job Requirements
TECHNICAL/FUNCTIONAL COMPETENCIES
- Ability to use own initiative and function with minimal instruction
- Planning and organisational skills
- Attention to detail
- Ability to liaise and engage with internal and external clients
- Customer service skills
- Computer proficiency
- Minutes taking skills
- Follow through skills
- Administration and telephone skills
BEHAVIOURAL COMPETENCIES
- Interpersonal skills
- Communication skills (both written and verbal)
- Self-motivated and self-driven
- Strong ethics, integrity and high level of professionalism
- Able to retain strict confidentiality
- Ability to multi-task and thrive under work pressure
Job Reference: IDC00341
