The posting
Purpose of the Job: Reporting to the Head: Enterprise Risk Management, the successful incumbent is responsible for providing an end-to-end effective, efficient, and responsive administrative and secretarial service in the office of the Head: Enterprise Risk Management.
Key Performance Areas
Provide Office Management Support in the Enterprise Risk Management Office
- Screen phone calls, enquiries, and requests, as well as handling them when appropriate.
- Identify items that need personal attention, respond to the appropriate ones directly, and redirect selected emails to the direct reports or other departments for resolution.
- Facilitate the processing of memorandums for approval.
- Keep up to date with administrative changes organizationally and ensure adherence and compliance with requirements.
- Coordinate the submission of all required reports for timeous submission.
- Ensure quality standards on all the documentation prior to en route for further handling.
- Coordinate the submission of reports to and from different higher offices.
Provide clerical Support in the Enterprise Risk Management Office
- Process documentation with confidentiality at all times.
- Prepare travel arrangements for the department.
- Assist and coordinate departmental projects.
- Ordering stationery and office equipment.
- Create and manage purchase requisitions and ensure timeous payment of purchase orders.
- Administrate SCM or procurement-related processes.
Correspondence and Document Management
- Act as the first point of contact in the office and ensure the effective running of the office.
- Administer briefing papers, reports, charts, and presentations.
- Report, review, and quality assure all documents that are submitted for the unit's attention.
- Develop and maintain a document management system (Electronic and manual).
- Handle the office filing.
- Manage internal and external correspondence on behalf of the unit.
- Track and follow up on memorandums and related documents.
- Monitor and track the office budget in support of the respective area.
Meeting Management
- Prepare facilities for scheduled meetings, events, and arrange refreshments, if required.
- Manage the diary and schedule meetings and appointments.
- Take minutes in meetings as and when required.
Qualifications and Experience
- A National Diploma in Public Administration/Management/ Office Management/ Administration or related qualification?
- A certificate in relation to the functional discipline will be an added advantage.
- At least 3 years' working experience as a Personal Assistant/ Secretary or in a similar environment, of which 1 year should have been rendered for Senior Management.
- Excellent working experience in MS Office.
- SAP experience will be an added advantage.
