Personal Assistant

Overview

Provide a secretarial / receptionist support service to the manager. Implement administrative procedures for the component.

Requirements

• A Secretarial Diploma or equivalent qualification
• Three (3) to five (5) years ‘experience in rendering a support service to Senior Management
• Excellent computer literacy skills
• Advanced proficiency in Microsoft Office suite
• Good office management skill s and knowledge of administrative procedures
• Sound organisational skills
• Good people skills
• High level of reliability
• Ability to act with tact and discretion
• Ability to research and analyse documents and situations
• Good grooming and presentation skills
• Self -management and motivation
• Knowledge of dispute resolutio n process
• Knowledge of basic financial management
• People and Diversity management
• Problem solving and Analysis
• The successful candidate must be highly reliable, self -motivated, flexible, creative, client and customer focused
• Remains up to date regardi ng the prescripts, policies and procedures applicable to her / his work terrain to ensure efficient and effective support to the manager
• Excellent communication skills (verbal and written)
• Good accountability and ethical conduct

Responsibilities

• Provide a secretarial / receptionist support service to the manager
• Implement administrative procedures for the component
• Receive telephone calls and visitors on behalf of the manager
• Implement policies and procedures
• Engage supplier regarding purchase d materials
• Develop implementation plan
• Ensure that financial procedures are observed in the section
• Compile monthly reports and present to the managers
• Do early warning systems
• Liaise with travel agencies to make travel arrangements for the DDG offic e
• Arrange meetings and events for the manager and staff in the unit
• Process all invoices that emanate from the activities of the work of the manager including the travel and subsistence claims for the unit
• Draft routine correspondence and reports including records of basic minutes of the meetings of the manager where required
• Administer matters like leave registers and telephone accounts and proper filing of documents
• Receive, record and distribute all incoming and outgoing documents
• Collect all relevant documents to enable the manager to prepare for meetings
• Provide feedback on identified administrative gaps
• Provide records on goods and services procured and handle all the procurement items for the office

How to apply

Apply on source site