Administrative Assistant (OPS/ADS 2)

Key Responsibilities

Information Management: 

• Ensures that all correspondence of routine nature received by the CEO is promptly attended to; 
• Circulates Action Sheets and Minutes to meeting attendees; 
• Ensures that all documents leaving the Office of the CEO are adequately prepared and packaged and submitted for dispatch; 
• Manages the maintenance of Toll Registers. 

Communication/Information Dissemination: 

• Prepares and circulates meeting documents; 
• Maintains excellent Public Relation through communications with the Public and other Departments and Agencies; 
• Responds to and records enquiries via telephone, correspondence, e-mails and other medium; 
• Plans and co-ordinates meetings; 
• Attends meetings as required by the CEO. 

Schedule Management: 

• Maintains the CEO Manual and Electronic Diary and confirmation of appointments. 
• Liaises with Stakeholders to communicate Meeting Schedules and Meeting Agendas. 
• Makes travel arrangements and accommodation arrangements for the CEO, when necessary. 

Corporate: 

• Maintains calendar of employees’ Performance Evaluations; ensures that Evaluation Forms are collected from and dispatched to the relevant personnel; 
• Maintaining Personnel Files; 
• Requesting Quotations/Pro-forma invoices for the purchase of goods and services; 
• Preparing Purchase Orders for submission to purchasers; 
• Receiving Goods ensuring that they are delivered as outlined in the PO. Indicates that Goods and services have been received; 
• Drafting payments; 
• Distributing payment advices. 

Board Meeting Papers – Preparation 

• Retrieves and collating Minutes/Documents of previous Board Meetings, one (1) week prior to the General Board Meeting; 
• Creates Agendas for all Board Meetings 
• Submits collated Minutes and paper to the Secretary OPS SS2 for packaging and dispatch. 

Petty Cash: 

• Replenishes Petty Cash funds when depleted, i.e. collects the Petty Cash funds from the bank. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Good interpersonal skills 
• Good planning and organizing skills 
• Excellent customer service skills 
• Relevant computer skills 
• Good analytical and judgement skills 

Technical: 

• Sound knowledge of computer applications – Microsoft Word, Excel, PowerPoint, Publisher and Access 
• Office Practices and Procedures 
• Time Management skills and the ability to prioritize 
• Report Writing 
• Typing skills 
• Ability to work with minimum Supervisors 
• Focused, multi-task oriented and capable of meeting deadlines 

Minimum Required Qualification and Experience

• First Degree in a Social Science or A Diploma in Administrative Management/CPS plus six (6) years’ experience at the Executive Secretary Level; 
• Proficiency in secretarial studies plus three (3) years’ experience at an Executive Secretary Level.  

Please note that only shortlisted applicants will be contacted.