Provide administrative support for the JET Office Secretariate, Programme leads and other specialist staff.
Possible for providing administrative support to the team to ensure efficient running of the office.
To assist the team through planning and coordination of information in order to optimize workflow procedures in the team.
To be the point of reference for all queries, requests or issues and be an integral part of the unit.
Serve as personal administrator to Programme leads (if required)

QUALIFICATIONS:

Matric
NQF 6 qualification or higher in relevant field (Commerce, Social Science)

INTERNAL / OPERATIONAL PROCESSES

Preparing agendas for meetings (7 days before meetings)
Preparing and sending out meeting minutes (within 7 calendar days of meetings)
Assisting with preparation of annual meeting calendar(s).
Coordinate diaries internally and externally to achieve meetings set out by the meeting calendar.
Assisting Secretariate and program leads with managing their calendars and itinerary for meetings
Administrative support for travel claims, internal and external meetings, events
Undertakes ad hoc functions associated with meetings, contracting, governance,
Preparation of documents for internal and external distribution which incl. not limited to grammar and spelling, formatting, printing, binding etc.
Undertakes ad hoc functions associated with meetings, contracting, governance,
Preparation of documents for internal and external distribution which incl. not limited to grammar and spelling, formatting, printing, binding etc.
Continually improves the service provided to internal and external stakeholders
Support Workstream lead organisations with admin functions, if required.
Assist in the preparation of presentations for meetings Maintain mailing lists and data base of stakeholders
Supports technical expert panels/advisory bodies with admin functions
Assist with any procurement related activities required by the Programme
Assists with preparation work for COP
Assist programme office staff to prepare for conferences and meetings
Assist programme office with events and functions
Manage stationary and office related material
Ensure that both manual and electronic filing system is up to date including saving on Docupedia or any applicable filing system.
Ensure that an accurate database of all stakeholders is maintained and is up to date including, contact numbers, contact persons, physical and postal addresses, e-mail addresses
Carry out any other ad-hoc activities including capturing requirements and any other administrative duties effectively and efficiently.
Efficient and Service Excellency to be provided to both internal and external stakeholders