To render a secretarial support service to Director(s).JOB DESCRIPTION Secretarial/ receptionist support
Receives telephone calls and refers the calls to the correct players.
Records appointments and events in the diary of the Director(s)
Type documents for the Director(s) and other staff within the unit.
Operates office equipment like photocopiers
Provide secretariat support for the Director’s meetings (take minutes, agenda etc.) in consideration of urgent core tasks
Format submissions, memos and other documents on behalf of the Directors
Draft standard response on behalf of the Directors
Maintain workflow and filing system electronically and manually.
Respond to queries by providing the required information
Track progress of actions, issue reminders and provide feedback to the Directors.
Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions
Prepare packs for all the meetings/ workshop that the Directors attend
Organise Directorates meetings (including logistics) and draft minutes and support the Director with external meetings (This excludes project meetings of Subdirectorates)
Coordinate submission of strategic and operational reports and documents (PMDS, Annual Reports, Strategic Plans, Audit reports etc)
Liaises with travel agencies to arrange travelling and accommodation
Arrange meetings and events for the Directors and the staff in the unit
Process traveling and subsistence claims of Directors
Receive monthly expenditure from Finance and capture expenses in the commitment register.
Process requests on procurement of unit required goods and services
Process payment advice of procured goods and service for the unit.
Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance)
Grade 12 Senior Certificate (NQF 4).
Diploma/Degree in relevant field is an added advantage
Desired Skills:
Administrative skills
Communication skills
Minutes taking
Computer skills