Minimum Qualification<\/p>\n
\tGrade 12
\n\tNational Diploma in Administration\/Office Administration or equivalent
\n\tSecretarial qualification and\/or office management or equivalent will be an added advantage<\/p>\n
Essential Experience<\/p>\n
\tThree years’ experience at a senior secretarial level
\n\tExperience with reception duties
\n\tExperience with meeting management
\n\tExperienced Personal Assistant at senior management level.
\n\tExperience of electronic diary management<\/p>\n
MAIN AREAS OF RESPONSIBILITY ADMINISTRATION<\/p>\n
\tManage, coordinate and maintain calendar of Executive including appointments, meetings and travel.
\n\tResponsible for organising of internal and external meetings on behalf of the Executive ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
\n\tProvide executive and administrative support to Executive.
\n\tResponsible for organising Executive travel and logistics including flights, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
\n\tMonitor and respond to incoming communications to Executive’s office including phone calls, emails and walk-ins, ensuring correct department distribution.
\n\tSecretarial support for meetings as and when required by the Executive, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting.
\n\tDrafting and writing high quality reports and presentations, as required by the Executive.
\n\tCommunicating important updates and information to NDA Executive Committee and staff as required by Executive.
\n\tStructure the NDA’s wide central calendar of events.
\n\tArrange Directorate and Senior leadership events.
\n\tManage the diary (electronic and manual) of the Executive.
\n\tCreate, transcribe and distribute meeting agendas and minutes for the Executive’s Office or as requested.
\n\tUndertake reception duties for the Directorate including dealing with or referring client queries.
\n\tMeet and greet Directorate clients and visitors, and ensure refreshments are served.
\n\tAct as the point of contact among executives, employees, clients and other external stakeholders.
\n\tPerform general clerical duties to include but not limited to photocopying, faxing, mailing and filing.
\n\tMaintain hard copy and electronic filing system
\n\tSign for all packages\/deliveries and accept and record all incoming and outgoing information ensuring timely completion and follow-up, i.e. document management.
\n\tEnsure the attendance registers for the Directorate is completed on a daily basis and submitted to HR before payroll closure.
\n\tMonitoring and co-ordination of project information
\n\tQuality assure all letters, reports, memoranda, agendas, minutes and other documents submitted for spelling mistakes and layout as per agreed format
\n\tEnsure that no confidential material left lying around – material to be safely stored at all times
\n\tAll filing to be kept up to date, filing cabinet is tidy and legible
\n\tReplenish stationery before any shortages occur
\n\tEnsure office equipment is always in working order, plan and organise services for equipment before due dates.
\n\tAssist staff in the Directorate with typing, correspondence and presentations including, typing, binding and photocopying, etc. view guides and other documents as required.
\n\tCo-ordinate, type and collate the submission of monthly progress reports for the Directorate.
\n\tReceive, register and dispatch all incoming correspondence and faxes
\n\tSupport the Executive with research, abstracts and preparation of information for meetings, projects, presentations and reports.
\n\tAssist with the management of workflow and systems in the Directorate
\n\tProcess all submissions and memoranda, which are received in the Directorate
\n\tMonitor the observation of all due dates for submissions and memoranda in respect of the Executive.
\n\tTrace files and documents processed in the Directorate.
\n\tFile all documents in the appropriate filing systems
\n\tAssist with programme and project co-ordination by the Directorate.
\n\tProvide logistical support and advice for meetings, and workshops for the Executive.<\/p>\n
PROCUREMENT PROCESSING<\/p>\n
\tHandle procurement processes for the Directorate including sourcing required resources and obtaining approvals from designated signatories in accordance with procurement policies.
\n\tPrepare all relevant documentation for procurement recording.
\n\tCreate and maintain a filing system for procurement initiated, which must include copies of procurement documents.
\n\tEnsure all motivations received have the appropriate approvals and support documents attached .<\/p>\n
MEETINGS<\/p>\n
\tAttend all meetings as requested, taking minutes at all meetings, ensuring absolute attention to detail with no comebacks or corrections to be made afterwards.
\n\tDistribute meeting minutes within prescribed time frames
\n\tFollow up and ensure all outcomes of meetings are implemented as per the meeting minutes.
\n\tFile all meeting minutes for easy retrieval and reference at any point in time<\/p>\n
TRAVEL MANAGEMENT<\/p>\n
\tMake all travel arrangements for the Directorate (flights, accommodation & car hire) ensuring accurate travel bookings at all times
\n\tCommunicate arrangements regarding meetings\/functions\/conferences to relevant party and that appropriate documentation is distributed prior to travel<\/p>\n
go to method of application \u00bb<\/p>\n
Apply via company website ( N \/ A ) or<\/p>\n
<\/p>\n","protected":false},"author":2,"featured_media":0,"template":"","meta":{"_promoted":"","_job_location":"","_application":"","_company_name":"National Development Agency","_company_website":"http:\/\/N%20\/%20A","_company_tagline":"The National Development Agency (NDA) is an agency of government that reports to the National Assembly of the Republic of South Africa. The NDA is a public entity that was formed in 1999 as government\u2019s response to the challenge of poverty and its causes in South Africa. As an agency of governm... read moreent that has the responsibility of contributing towards the eradication of poverty in South Africa and its causes, the NDA in discharging its mandate, has to empower and enhance the capacity of the civil society sector. This will ensure that the NDA helps to build more cohesive communities that are able to tackle the triple threat of poverty, unemployment and inequality.","_company_twitter":"","_company_video":"","_filled":0,"_featured":0,"_remote_position":0,"_job_salary":"","_job_salary_currency":"","_job_salary_unit":""},"job_listing_region":[11],"job-types":[12],"class_list":["post-33924","job_listing","type-job_listing","status-expired","hentry","job_listing_region-gauteng","job-type-full-time"],"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job-listings\/33924","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job-listings"}],"about":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/types\/job_listing"}],"author":[{"embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/users\/2"}],"wp:attachment":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/media?parent=33924"}],"wp:term":[{"taxonomy":"job_listing_region","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job_listing_region?post=33924"},{"taxonomy":"job_listing_type","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job-types?post=33924"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}