Administration Officer

SACAA; Centurion; On-site; ZAR 200,000 - 300,000; Full time

Job summary

An aviation regulatory authority in Centurion is seeking an experienced administrative professional to support management and ensure effective functioning of the department. Responsibilities include managing schedules, preparing documentation, and supporting meetings. The ideal candidate has strong organizational skills and experience in administrative roles.

Qualifications

• Experience in general administrative functions.
• Strong organizational skills.
• Ability to manage multiple tasks effectively.

Responsibilities

• Assist with managing the department's diary and scheduling meetings.
• Prepare and circulate meeting minutes.
• Coordinate departmental functions and travel logistics.

Job description

General Administrative Functions

• Assist Management and the Department in managing the diary, coordinate and schedule department meetings and events using the organization's electronic tools.
• Prepare departmental documents and reports.
• Collate information for reports preparation.
• Package documentation required for meetings and other departmental engagements.
• Circulate required information and documentation throughout the department and keep accurate record thereof.
• Develop and maintain a proper filing system to ensure accurate retrieval of information as and when required.
• Screen, classify and record documents for easy access and tracking.
• Coordinate functions and meetings for the department.
• Provide administrative support with meetings and other departmental functions.
• Prepare and circulate minutes for departmental meetings.
• Update and circulate for approval information on departmental documentation as provided by the Subject Matter Experts.
• Coordinate budget preparation and reporting on expenditure.
• Process operation manuals and amendments.
• Arrange domestic and international travel by organizing submission approval, allowances, and all travel related logistics.

Office and Stakeholder Management

• Manage the control of all consumables and liaise with the Procurement Department regarding stock.
• Organize requests for assets, their delivery, allocation and management for the department.
• Track and monitor progress on projects and prepare reports thereon.
• Ensure appropriate communication with SACAA and with external clients.
• Promptly deal with telephonic, mailed enquiries or personal interactions.