Admin Officer

Job title: Admin Officer

Job Location: Gauteng, Randburg

Deadline: April 24, 2025

Key Performance Indicators

ADMINISTRATION

1. Assisting in the preparation of board and committee meetings (e.g., scheduling, sending notices, and preparing agendas).
2. Taking minutes during meetings and ensuring accurate records of discussions and decisions.
3. Distributing meeting materials and ensuring board members have the necessary documentation.
4. Ensure that all purchase, service requisitions and store items are correct before processing on IFS. Follow-up with buying on progress.
5. Responsible for travel and accommodation bookings.
6. Liaise with the Finance Division on the processing of S&T allowances, and advances.
7. Organise quotes and do requisitions for all consumables and assets.
8. Perform Secretarial duties for Executive Managers and the Board of Directors.
9. Assist in drafting accurate and professional reports.
10. Coordinate and organise board-related external and internal events ensuring all logistics are seamlessly executed.
11. Undertake any ad hoc duties.

COMPLIANCE

1. Handle sensitive and confidential information with the utmost discretion.
2. Assist with coordinating the Board Induction.
3. Maintain and keep a filing system.
4. Recording of accurate minutes.

MAINTAIN ASSET REGISTER FOR THE CLUSTER

1. Keep records of asset location changes, transfers, and scrapping.
2. Update Excel version of Asset Register.
3. Physically verify assets at required intervals against Excel and IFS versions of the asset list.

COLLABORATION

1. Ability to build a positive working relationship.
2. Supporting the Board secretariat in implementing corporate governance best practices.
3. Works closely with the Board Secretariat and Executive Management to facilitate efficient board meetings.
4. Collaborate with cross-functional teams to ensure accurate record-keeping, document management, and information flow between the board and management.

Minimum Requirements

QUALIFICATION AND EXPERIENCE

1. National Diploma in Public Administration, Office Management or equivalent
2. Ideal B. Tech in Public Administration, Office Management or equivalent qualification
3. 3-5 years Administrative experience
4. Computer Literacy in full Microsoft Office programmes, IFS System and Minutes taking
5. Administrative / Management jobs