Library Assistant

Oasis Crescent; Wes-Kaap; On-site; ZAR 20 000 - 40 000; Full time

Job summary

An established industry player is seeking a Library Assistant to support its Investment department. This role involves managing investment-related resources, providing administrative support, and ensuring compliance with document management protocols. The ideal candidate will have a degree in Library Science and experience in library management, particularly in finance. Join a dynamic team where your organizational skills and attention to detail will make a significant impact in delivering essential resources and information to support investment operations.

Qualifications

• Bachelor's degree in Library and Information Science or equivalent.
• 2+ years of experience in library management, preferably in finance.

Responsibilities

• Manage and organize investment-related resources and documents.
• Assist executives with research and administrative support.
• Coordinate subscriptions and manage external vendor relationships.

Skills

Microsoft Office Suite

Library Management Systems

Digital Document Management

Financial Data Understanding

Organizational Skills

Communication Skills

Customer Service Orientation

Education

Bachelor of Library and Information Science

Postgraduate Diploma in Library and Information Science

Job description

Job Overview:

The Library Assistant will support the Investment department by efficiently managing and organizing investment-related resources and information. This role involves the day-to-day operations of the company’s library, assisting Executives and employees with locating resources, managing materials, and providing administrative support to the team.

Key Responsibilities:

Cataloging & Organizing Investment Resources:

• Maintain an organized system for investment-related materials, including financial reports, research articles, market data, and annual reports.
• Order books, manuals, and other resources as required.

Administration & Diary Management:

• Manage the company diary, scheduling meetings and appointments.
• Prepare meeting packs, take minutes, and maintain accurate records.
• Update and maintain relevant procedure manuals.
• Coordinate conference invitations, registration, and other event logistics.

Research Support:

• Assist investment analysts and managers in locating and retrieving specific information or documents needed for research and analysis.

Document Management:

• Ensure investment-related documents are properly filed, archived, and accessible.
• Maintain both electronic and physical library systems.
• Manage the day-to-day operation of mailboxes and document distribution.

Subscription Management:

• Oversee subscriptions to journals, market research reports, and financial publications.
• Assist with subscription renewals and lifecycle management.

Data Entry Assistance:

• Support the team by entering and updating investment data and reports into the department’s management system.

Liaise with External Vendors:

• Collaborate with external information providers, research organizations, and data vendors to ensure the timely and accurate delivery of resources.

Ensure Compliance:

• Adhere to internal protocols for document management and ensure compliance with company standards and relevant financial regulations.

Provide User Support:

• Assist department staff and stakeholders in navigating the library system and locating materials.
• Respond to queries about resources and documents.

Assist with Investment Presentations:

• Help prepare resources or reference materials for presentations and meetings.

Qualifications:

• A four-year Bachelor of Library and Information Science (BBibl) degree, or a three-year general university degree followed by a one-year postgraduate diploma in Library and Information Science.

Experience:

• A minimum of 2 years of experience in library management, preferably within the finance, investment, or banking sectors.
• Experience managing financial or investment-related documents is highly desirable.

Skills:

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Familiarity with library management systems (LMS) and digital document management tools.
• Basic understanding of financial data and investment terminology is a plus.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to work under pressure and meet deadlines.
• Strong customer service orientation with the ability to assist internal staff with diverse information needs.

Competencies:

• Strong problem-solving abilities.
• Proactive, resourceful, and able to work independently.
• Ability to handle confidential or sensitive information with discretion.
• Excellent attention to detail and accuracy.
• Adaptability to changes in technology, systems, and resources.
• Ability to work well in a team environment.
• Flexibility and openness to change.
• Sensitivity and understanding of others.

Working Conditions:

• Office-based position.
• Standard business hours, with occasional overtime depending on departmental needs and deadlines.