ADMINISTRATOR

  • Fixed term
  • Gauteng

Website IDC

CLOSING DATE:17-Jul-2024

JOB DESCRIPTION

  • Provide administrative support for the JET Office Secretariate, Programme leads and other specialist staff.
  • Possible for providing administrative support to the team to ensure efficient running of the office.
  • To assist the team through planning and coordination of information in order to optimize workflow procedures in the team.
  • To be the point of reference for all queries, requests or issues and be an integral part of the unit.
  • Serve as personal administrator to Programme leads (if required)

QUALIFICATION AND EXPERIENCE

QUALIFICATIONS:

  • Matric
  • NQF 6 qualification or higher in relevant field (Commerce, Social Science)

ROLES AND RESPONSIBILITIES

INTERNAL / OPERATIONAL PROCESSES

  • Preparing agendas for meetings (7 days before meetings)
  • Preparing and sending out meeting minutes (within 7 calendar days of meetings)
  • Assisting with preparation of annual meeting calendar(s).
  • Coordinate diaries internally and externally to achieve meetings set out by the meeting calendar.
  • Assisting Secretariate and program leads with managing their calendars and itinerary for meetings
  • Administrative support for travel claims, internal and external meetings, events
  • Undertakes ad hoc functions associated with meetings, contracting, governance,
  • Preparation of documents for internal and external distribution which incl. not limited to grammar and spelling, formatting, printing, binding etc.
  • Undertakes ad hoc functions associated with meetings, contracting, governance,
  • Preparation of documents for internal and external distribution which incl. not limited to grammar and spelling, formatting, printing, binding etc.
  • Continually improves the service provided to internal and external stakeholders
  • Support Workstream lead organisations with admin functions, if required.
  • Assist in the preparation of presentations for meetings Maintain mailing lists and data base of stakeholders
  • Supports technical expert panels/advisory bodies with admin functions
  • Assist with any procurement related activities required by the Programme
  • Assists with preparation work for COP
  • Assist programme office staff to prepare for conferences and meetings
  • Assist programme office with events and functions
  • Manage stationary and office related material
  • Ensure that both manual and electronic filing system is up to date including saving on Docupedia or any applicable filing system.
  • Ensure that an accurate database of all stakeholders is maintained and is up to date including, contact numbers, contact persons, physical and postal addresses, e-mail addresses
  • Carry out any other ad-hoc activities including capturing requirements and any other administrative duties effectively and efficiently.
  • Efficient and Service Excellency to be provided to both internal and external stakeholders

ROLES AND RESPONSIBILITIES (CONT.)

TECHNICAL/FUNCTIONAL COMPETENCIES

  • MS 360 suite (MSword, MSExcel, MSPowerpoint, MSTeams)
  • Other virtual meeting platforms (Zoom, Google, etc.)
  • Data management and dashboards
  • Attention to detail
  • Excellent time management
  • Ability to multi-task
  • Good verbal and written communication skills

BEHAVIOURAL COMPETENCIES

  • Interpersonal skills
  • Good ethics, integrity and high level of professionalism
  • Confidentiality
  • Organized and persistent, with drive and determination to achieve goals.
  • Effective, versatile and action-oriented.

JOB REQUIREMENTS

CUSTOMER FOCUS & STAKEHOLDER MANAGEMENT

  • Provide professional administrative support to the team,
  • Provide an efficient customer service to both internal and external customers

LEARNING, LEADERSHIP & PEOPLE GROWTH

  • Take ownership for own personal development.
  • Solutions Driven, Accountability and Innovativeness

To apply for this job please visit careers.idc.co.za.

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