Office Administrator: Technology for Sustainable Livelihoods and Environmental Services and Technologies

Phaki Personnel; Gauteng; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Phaki Personnel in Gauteng seeks an experienced Administrative Assistant to support the Directors with secretarial and secretariat duties, diary management, minutes and meeting coordination.

The role also covers administrative tasks, travel arrangements, expense processing and ensuring procedural compliance across submissions, along with maintaining stakeholder relations and efficient document handling.

Responsibilities

• Managing 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.)
• 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
• Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions
• Track progress of actions, issue reminders and provide feedback to the Directors
• 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
• Coordinate submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc)
• Arrange traveling and accommodation for Directors
• Process traveling and subsistence claims of Directors
• Monitor unit cashflow and capture expenses in the commitment register
• Process requests on procurement of unit required goods and services
• Process payment advice of procured goods and service for the unit
• Arrange petty cash and ensure compliance with relevant processes

Job description

RESPONSIBILITIES

Secretarial Support

• Managing 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
• Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions
• Track progress of actions, issue reminders and provide feedback to the Directors.
• 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 Sub directorates)
• 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 goods 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)

NB: We request applications from designated groups (Coloureds, Persons with disabilities and men – including non-designated men (white males) and youth).