Responsible for providing Secretarial and Administrative support to the two Department Heads and the team to ensure an efficient running of the Department.To assist the two Heads and teams with support through planning and coordination of information in order to optimize workflow procedures and activities in the unit.To be the point of reference for all queries, requests or issues and be an integral part of the Department.Qualifications:MatricRelevant DiplomaSkills and Knowledge:At least 2-5 years proven Secretarial and Administration experience.Experience in travel management system and activities preferredThe following computer skills and knowledge of office software packages are essential: MS Word; PowerPoint; Excel and OutlookKnowledge of SAP will be an added advantageFinancial / Shareholder Returns Process the department's expenditure and / or invoicesAssist with booking and registration of team members for training and networking events Internal / Operational ProcessesProvide secretarial support and general administrative function to the Head and team members.Receive, direct and relay telephone messages and follow up with team members to ensure that it has been actioned.Provide general administration work including typing, generating reports, presentation slides, scheduling appointments and collating minutes.Arrange and manage meetings or events and supporting logistics.Minutes taking and delivery of finalised minute report.Manage the Head's diary.Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia, the SharePoint, etc.Making travel arrangements and processing claims for the Head and team members as required.Facilitate maintenance of office equipment.Requisition of stationery.Facilitate the on boarding of new staff members joining the team.Maintain an updated contact lists for the department.Provide administrative support in order to optimize workflow procedures in the office.Assist with scheduling and arranging team cohesion and strategy events.Customer Focus Stakeholder ManagementProvide professional secretarial and administrative support.Provide an efficient customer service to both internal and external customers.Build and maintain relationships with stakeholders in the rest of the organisation.Learning, Leadership People GrowthManage own development to enhance own competencies.Participate in knowledge sharing in the team.TECHNICAL/FUNCTIONAL COMPETENCIESAbility to use own initiative and function with minimal instructionPlanning and organisational skillsAttention to detailAbility to liaise and engage with internal and external clientsCustomer service skillsComputer proficiencyMinutes taking skillsFollow through skillsAdministration and telephone skillsBEHAVIOURAL COMPETENCIESInterpersonal skillsCommunication skills (both written and verbal)Self-motivated and self-drivenStrong ethics, integrity and high level of professionalismAble to retain strict confidentialityAbility to multi-task and thrive under work pressure
