Group Assistant: Aerospace Systems

Council for Scientific and Industrial Research (CSIR); Pretoria; Hybrid; ZAR 200,000 - 300,000; Full time

Job summary

A leading scientific research organization in Pretoria is seeking a Group Assistant: Aerospace Systems. This role involves providing essential secretarial and administrative support to key managers. The ideal candidate will have a National diploma in office administration and at least three years of relevant experience. The position offers a flexible hybrid work arrangement and competitive remuneration packages.

Benefits

Flexible hybrid work arrangement

Learning and development opportunities

Competitive and market-related remuneration

Contributions to pension fund, risk insurance, and medical scheme

Qualifications

• At least three years of experience as a Secretary or Personal Assistant.
• Experience in Information Management Systems.
• Ability to maintain confidentiality.

Responsibilities

• Provide secretarial and administrative support to two managers.
• Coordinate and schedule the weekly activities of managers.
• Organize meetings and events such as management team meetings.

Skills

Customer service orientation

Attention to detail

Excellent verbal communication

Excellent written communication

Relationship building

Planning and organizing

Education

National diploma or NQF6 equivalent qualification in office administration

Tools

SharePoint

OneDrive

Microsoft Teams

Microsoft Word

Microsoft Excel

Job description

Overview

The CSIR is a leading scientific and technology research organisation that researches, develops, localises and diffuses technologies to accelerate socio-economic prosperity in South Africa. The CSIR has a vacancy for a Group Assistant: Aerospace Systems in the Aerospace Systems Impact Area within the Defence and Security cluster. The incumbent will be responsible to provide secretarial and administrative support services to two managers that work in close collaboration and the team. This position is based in Pretoria and will report to the Research Group Leader.

For more info about the cluster and impact area, please visit: https://www.csir.co.za/defence-and-security and https://www.csir.co.za/aeronautics-systems.

Key Responsibilities

• Coordinate and schedule the weekly activities of the Managers;
• Maintain the daily update of a fully functional filing system (hard copy and electronic) where documents and reference materials can be retrieved timeously;
• Screen incoming parcels and respond in the Managers absence when necessary;
• Assist in prioritising tasks on the Managers diaries and take proactive responsibility for relevant actions;
• Draft correspondence, proofread and edit documents when necessary on behalf of the Managers;
• Organise meetings and events such as Impact Area Management team meetings, workshops, strategy sessions and ad hoc visits when needed, including drafting agendas and taking minutes at meetings as required;
• Follow up on actions emanating from meetings on behalf of the Managers and the team;
• Coordinate travel arrangements of the Managers and the team as required, including liaising with the inhouse travel agents;
• Responsible for putting purchase orders on the system as and when required;
• Work closely with the Impact Area operations;
• Procure equipment, stationery and all building maintenance necessities to ensure effective functioning of day-to-day business;
• Maintain good contact with senior stakeholders internally and externally;
• Prepare expense reconciliations such as traveling expenses and other processed orders;

Qualifications, Skills And Experience

• A National diploma or NQF6 equivalent qualification in office administration or related fields with at least three years experience as a Secretary or Personal Assistant to a Manager;
• Experience in Information Management Systems such as use of SharePoint, and OneDrive software for storage and retrieval of documents and information as well as MS and MS Teams would be advantageous;
• Experience and training in Microsoft Word and Excel
• Experience in utilising CSIR systems would be an advantage;
• Must be able to:
  • Build relationships (including listening, interpersonal sensitivity and the ability to read and interact with people);
  • Maintain a high level of confidentiality and human dignity;
  • Exercise tact and good judgement with highly sensitive information;
  • Function independently and within a team;
  • Promote a professional, friendly and informed first point of contact between the Group Leaders and their staff, clients and stakeholder.
• Must be/have the following:
  • Customer service orientated and pays attention to detail;
  • Ethical behaviour, honesty, transparency and live the CSIR values;
  • Action-orientated and demonstrate initiative;
  • Good planning and organising skills;
  • Excellent verbal and written communication;
• Willingness to perform information searches on the Internet and relevant books, journals and magazines in accordance requirements to capture researchers published articles on TODB system;

What\'s in it for you?

The CSIR Offers

• Flexible hybrid work arrangement;
• Learning and development opportunities;
• Competitive and market-related remuneration packages;
• Total guaranteed salary packages which encompass contributions to the pension fund, risk insurance and medical scheme;
• We openly acknowledge and reward our employees\' contributions and accomplishments through our esteemed CSIR Excellence Awards.

PLEASE NOTE THAT FEEDBACK WILL BE GIVEN TO SHORTLISTED CANDIDATES ONLY.

For more info, please contact the CSIR Recruitment Centre on 012841 4774 or email us at [e-mail]

The CSIR is an equal opportunity employer. As such, it is committed to the Employment Equity Act and will through the filling of this vacancy give preference to candidates from designated groups in terms of the Employment Equity Act. By applying for this position at the CSIR, the applicant understands, and agrees that the CSIR may solicit a credit and criminal report from registered credit bureau and/or South African Police Services (in relation to positions that requires trust and honesty and/or entail the handling of cash or finances), and may also verify the applicant\'s educational qualification and employment history. The CSIR reserves the right to remove the advertisement at any time before the stated closing date and it further reserves the right not to appoint if a suitable candidate is not identified.