Office Administrator - Pretoria
Rapid Recruiting
To render effective and efficient office administration and secretarial support services to Directors. This position is a fixed-term contract for 12 months. Secretarial Support Manage the Director's diaries. Handle incoming calls. Record messages. Respond to queries by providing the information required. Maintain internal and external stakeholder relations. Provide secretariat support for the Director's Meetings (take minutes, agendas, etc.) in consideration of urgent core tasks. Administrative Support Edit and format submissions, memos and other documents on the behalf of the Directors. Draft standard response on behalf of the Directors. Maintain workflow and filing system electronically and manually. Respond to queries by providing the required information. Track progress of actions, issue reminders, and provide feedback to the Directors. Ensure that applicable processes (policies and procedures) are adhered to with regard to outgoing and incoming submissions. Prepare packs for all the meetings. workshops that the Directors attend. Organise Directorates meetings (including logistics) and draft minutes and also support the Director with external meetings (Excluding project meetings of Directorates) Coordinate the submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit Reports, etc.) Logistical Support Arrange travelling and accommodation for Directors. Process travelling and subsistence claims of Directors. Financial Administration Support Monitor unit cashflow and capture expenses in the commitment register. Process requests on procurement of unit required goods and services. Process payment advice of procured goods and services for the unit. Arrange petty cash and ensure compliance with relevant processes (e.g. submit receipts and change to finance) Grade 12 Senior Certificate Clear understanding of office administration activities and processes Knowledge and understanding of public service regulations, Basic knowledge and understanding of the Public Finance Management Act. Good Interpersonal Skills Initiative Ability to work with teams Ability to interact with people Ability to multi task
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