NB : This is a 12-Month Fixed-Term Contract position
Purpose of the Job : The Administrative Assistant is responsible for providing administrative day-to-day support to the People Management / Human Capital Department.
Key Performance Areas
Compliance Administration
Maintain up-to-date written documentation related to the departments business activities.
Ensure compliance to the policies and process standards.
Keep abreast of internal standards and business goals to ensure adherence to sound internal control.
Office Coordination
Assist in making follow-ups on outstanding matters.
Ensure all requests are handled and responded to within set timelines.
Assist in ensuring the availability of stationery within the department.
Validate and verify information and documents submitted for accurate capturing and further handling.
Ensure the systems / registers used are kept up to date.
Check for duplicate documents, requests and queries and report on them.
Allocate reference numbers and accurately capture related documents on different systems.
Allocation of matters to responsible team members.
Draft and send out letters to all stakeholders as required.
Meeting Support
Arranging meetings on behalf of the department.
Assist with taking and distributing minutes in accordance to set governance standards.
Create and maintain a register to track matters outstanding.
Maintain a follow-up plan on meeting resolutions and matters outstanding.
Ensure confirmation of meetings and management of team diaries.
Schedule appointments with internal and external stakeholders as and when required.
Document and Records Management
Administer the records management and filing processes in line with the RAF filing plan.
Ensure that the filing system is always up-to-date and functional.
Retrieval of information at all times as requested in the office.
Ensure confidentiality of all documents under control and that documentation reaches the intended recipients.
Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system and file appropriately.
Qualifications
Matric or Grade 12 certificate.
Experience
Relevant 1 years' experience in People Management / Human Capital or similar environment.
Competencies
Behavioural
Planning, Organising and Coordinating
Personal Mastery
Emotional wisdom and Decision Making
Ethics and Values
Client Service Orientation
Technical
Computer literacy in MS Word, Excel, PowerPoint.
Excellent planning and organisational skills.
Good administrative skills.
Ability to access required information.
Writing skills.
Basic understanding of SCM processes.
Basic financial acumen.
NB : "RAF offers Total Employment Cost packages with no additional contributions from the Employer, successful candidates are required to structure their packages in a manner that will suit their needs."
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