Office Administrator: Hydrogen and Energy and Funds and Incentives Management (12 Months Contract)

Energy Vault; Pretoria; On-site; ZAR 200,000 - 300,000; Full time

Job summary

Energy Vault is seeking a dedicated Secretarial Support professional to provide comprehensive administrative and logistical support to Directors. This role includes managing diaries, responding to queries, organizing meetings, maintaining documentation, and ensuring compliance with financial processes. The ideal candidate will possess a Grade 12 Senior Certificate and a National Diploma, bringing essential organizational and communication skills for efficient office operations.

Qualifications

• Grade 12 Senior Certificate (NQF 4).
• National Diploma.

Responsibilities

• Manage the Directors’ diaries.
• Handle incoming calls and record messages.
• Respond to queries by providing the required information.
• Maintain internal and external stakeholder relations.
• Provide secretariat support for the Director’s meetings including taking minutes and preparing agendas.
• Edit and format submissions, memos and other documents on behalf of the Directors.
• Maintain workflow and filing system electronically and manually.
• Track progress of actions, issue reminders, and provide feedback to the Directors.
• Prepare packs for all meetings/workshops that the Directors attend.
• Organise Directorates meetings including logistics and draft minutes.
• Coordinate submission of strategic reports including PMDS, Annual Reports, and Audit reports.
• Arrange traveling and accommodation for Directors and process travel claims.

Education

Grade 12 Senior Certificate (NQF 4)

National Diploma

Job description

To render effective and efficient office administration and secretarial support services to Directors.

JOB DESCRIPTION

Secretarial Support

• Manage the Directors’ diaries
• Handle incoming calls
• Record messages
• Respond to queries by providing the required information
• Maintain internal and external stakeholder relations
• Provide secretariat support for the Director’s meetings (take minutes, agenda etc.) in consideration of urgent core tasks

Administrative Support

• Edit and format submissions, memos and other documents on behalf of the Directors
• Draft standard response on behalf of the Directors
• Maintain workflow and filing system electronically and manually.
• Respond to queries by providing the required information
• Track progress of actions, issue reminders and provide feedback to the Directors.
• Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions
• Prepare packs for all the meetings / workshop that the Directors attend
• Organise Directorates meetings (including logistics) and draft minutes and also support the Director with external meetings (This excludes project meetings of Subdirectorates)
• Coordinate submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc.)

Logistical Support

• Arrange traveling and accommodation for Directors
• Process traveling and subsistence claims of Directors

Financial administration support

• Monitor unit cashflow and capture expenses in the commitment register
• Process requests on procurement of unit required good and services
• Process payment advice of procured goods and service for the unit
• Arrange petty cash and ensure compliance with relevant processes (e.g. submit receipts and change to finance)

JOB REQUIREMENTS

• Grade 12 Senior Certificate (NQF 4)
• National Diploma