Purpose

• To provide administrative support and assistance to the Business Unit Manager and staff within the Analytical Services Unit.

Requirements

• Grade 12 and
• National Diploma in Office Administration or equivalent
• Three years working experience in office administration or secretarial duties
• Experience and understanding of general administration and office support

Skills & Competencies

• Fully computer literate with an advanced level of MS Office
• Knowledge and technical skills in office administration, travel arrangements, records and archive management, and customer services
• Ability to exercise discretion in dealing with confidential or sensitive matters
• Confident and able to work on own initiative and with limited supervision
• Strong organisational and planning skills with the ability to prioritise
• Excellent verbal and written communication skills
• Well-developed interpersonal skills
• Report writing skills
• Knowledge of supply chain management process.

Responsibilities

• Rendering of effective administration and office support services within Analytical Services.
• Maintain an effective filing system for ease of tracking and retrieval of documents
• Manage the diary of the business unit manager, set up meetings, and manage all correspondence relating to diary management and scheduling of meetings accordingly
• Schedule meetings and secure appropriate venue for the business unit
• Prepare and type correspondence, minutes, reports, and other documents as required
• Assist with coordination and consolidating of weekly, monthly, and quarterly reporting
• Receive clients to analytical facility and business unit manager’s office
• Make travel arrangements for the staff and the Manager, i.e. transport, accommodation & flights
• Establish and maintain an efficient and effective correspondence and document management system
• In consultation with the Manager, disseminate information and documents on behalf of the Unit
• Handle confidential and sensitive documentation
• Co-ordinate receipt, checking, and submission of invoices to the finance unit to facilitate timeous payment
• Preparation and submission of RFQs, requisitions for purchase orders, and invoices
• Keep track of orders issued and the receipt of purchased goods, invoicing, and payments
• Investigate anomalies and rectifies as directed by Manager

Additional Information

• If you meet the above requirements and wish to apply, please send your application.
• Please quote the position title (Office Administrator: Human Resources) as a reference when submitting your application.
• The Council for Geoscience is committed to Employment Equity and diversity.
• In accordance with the Employment Equity prescripts, preference will be given but not limited to candidates from under-represented designated groups.
• Females and people from previously disadvantaged groups and sectors are encouraged to apply.
• Correspondence will be limited to shortlisted candidates only.
• If you have not been contacted within eight (8) weeks after the closing date of this advertisement, please accept that your application was unsuccessful.
• All appointments are subject to vetting processes.
• Appointments are subject to positive vetting results.

Salary

• Peromnes Grade: P11 (R 400 445.74 CTC Per Annum)