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:MatricNQF 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 meetingsAdministrative support for travel claims, internal and external meetings, eventsUndertakes 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 stakeholdersSupport Workstream lead organisations with admin functions, if required.Assist in the preparation of presentations for meetings Maintain mailing lists and data base of stakeholdersSupports technical expert panels/advisory bodies with admin functionsAssist with any procurement related activities required by the ProgrammeAssists with preparation work for COPAssist programme office staff to prepare for conferences and meetingsAssist programme office with events and functionsManage stationary and office related materialEnsure 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 addressesCarry 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 TECHNICAL/FUNCTIONAL COMPETENCIESMS 360 suite (MSword, MSExcel, MSPowerpoint, MSTeams)Other virtual meeting platforms (Zoom, Google, etc.)Data management and dashboardsAttention to detailExcellent time managementAbility to multi-taskGood verbal and written communication skillsBEHAVIOURAL COMPETENCIES Interpersonal skillsGood ethics, integrity and high level of professionalismConfidentialityOrganized and persistent, with drive and determination to achieve goals.Effective, versatile and action-oriented. CUSTOMER FOCUS STAKEHOLDER MANAGEMENTProvide professional administrative support to the team,Provide an efficient customer service to both internal and external customersLEARNING, LEADERSHIP PEOPLE GROWTHTake ownership for own personal development.Solutions Driven, Accountability and Innovativeness
