Office Administrator: Technology For Sustainable Livelihoods And Environmental Services And Technologies

Phaki Personnel Management Services; Pretoria; On-site; ZAR 120,000 - 180,000; Full time

Job summary

Phaki Personnel Management Services is seeking an Office Administrator in Pretoria to provide comprehensive secretarial, administrative, and logistical support to Directors. This role covers diary management, answering calls, drafting responses, and maintaining records and meetings.

The successful candidate will edit and format submissions, organise directorates meetings, coordinate travel, process claims, and ensure compliance with internal processes. A Grade 12 qualification is required.

Qualifications

• Grade 12 Senior Certificate (NQF level 4) is required.

Responsibilities

• Secretarial Support: Managing the Directors’ diaries; answer calls; record messages; respond to queries; maintain stakeholder relations; take minutes and prepare agendas for Director meetings.
• Administrative Support: Edit/format submissions and documents; draft standard responses; maintain filing systems; ensure policies and procedures are followed; track actions and provide feedback; prepare meeting packs; organize Directorate meetings and draft minutes; support external meetings.
• Logistical Support: Arrange travel and accommodation for Directors; process travel and subsistence claims; monitor cashflow; process procurement and payment advice; arrange petty cash and ensure compliance.

Education

Grade 12 Senior Certificate (NQF level 4)

Job description

JOB PURPOSE

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

MINIMUM REQUIREMENTS

Grade 12 Senior Certificate (NQF level 4)

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
• 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).

Office Administrator: Technology for Sustainable Livelihoods and Environmental Services and Technologies Tshwane (Pretoria), Gauteng, ZA