Oversee and coordinate the day-to-day administrative operations of the office, ensuring smooth and efficient work environment. Develop, implement and maintain administrative policies, system and procedures to optimize office operations and improve overall performance. Responsible for providing Secretarial and Administrative support to the Financial Management Strategic Financial Planning Head and their teams to ensure an efficient running of the departments. To assist Heads and teams with support through planning and coordination of information in order to optimize workflow procedures in the departments. To be the point of reference for all queries, requests or issues and be an integral part of the business unit. Qualifications National Diploma and Advanced certificates or relevant qualification at NQF level 6 or equivalent. Bachelor's degree or a relevant recognised qualification at NQF level 7 or more will be advantageous. Relevant Certificate in Administration Experience Minimum 2- 5 years proven Secretarial, Administration and Project Management experience. The following computer skills and knowledge of office software packages at an Advanced level are essential: MS Word; PowerPoint; Excel; Outlook. Knowledge of SAP will be an added advantage. MAIN DUTIES AND RESPONSIBILITIES Facilitate the process flow and maintenance of a register of the department's documents, agreements, invoices received directly through email or postal services to the applicable financial management strategic financial planning team. Provide secretarial support and general administrative function to the Head and the financial management strategic financial planning team members. Receive, direct and relay telephone messages to the affected individuals and maintenance of a record of such calls. Provide general administration support including minute taking, compilation of reports, presentation slides preparation, scheduling of appointments and meetings for the departments. Tracking and monitoring of the department's operational deliverables on a day-to-day basis. Project management support to the Heads through presence in key meetings, facilitation of key deliverables and engagement with key internal and external stakeholders. Maintain accurate and up to date records, agreements, reports and databases to ensure compliance with organisational policies and regulatory requirements. Maintain and track the contracts concluded by the departments to ensure compliance with the procurement policies and guidelines. Arrange and manage meetings or events and other administrative logistics required by the departments. Daily management the Heads diaries ensuring timely scheduling of events and the elimination of meeting clashes. Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia and SharePoint. Making travel arrangements and processing claims for the Heads and team members (as and when required) Ensure that the stationery requirements for the departments are adequate at any point in time. Facilitate the onboarding and offboarding of new staff members joining the teams. Maintain an updated contact list for the department. Provide administrative support in order to optimize workflow procedures in the office. Customer Focus Stakeholder Management Provide professional secretarial support. Provide an efficient customer service to both internal and external stakeholders. Learning, Leadership People Growth Manage own development to enhance own competencies. Participate in knowledge sharing in the team. TECHNICAL/FUNCTIONAL COMPETENCIES Administration and telephone skills Excellent organizational and time management skills Ability to liaise and engage with both internal and external clients Project Management Ability to maintain confidentiality and handle sensitive information with discretion Attention to detail Customer centricity Analytical skills Budgeting skills Minutes taking skills BEHAVIOURAL COMPETENCIES Interpersonal skills Good ethics, integrity and high level of professionalism Confidentiality because of the nature of the work Communication skills (both written and verbal) Ability to multitask and thrive under work pressure Strong interpersonal skills Problem solving
