Office Administration jobs in Spain

Job Location : Gauteng, Randburg Deadline : July 04, 2025 Quick Recommended Links

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KEY PERFORMANCE INDICATORS :

ADMINISTRATION

• Assisting in the preparation of board and committee meetings (e.g., scheduling, sending notices, and preparing agendas).
• Taking minutes during meetings and ensuring accurate records of discussions and decisions.
• Distributing meeting materials and ensuring board members have the necessary documentation.
• Ensure that all purchase, service requisitions and store items are correct before processing on IFS. Follow-up with buying on progress.
• Responsible for travel and accommodation bookings.
• Liaise with the Finance Division on the processing of S&T allowances, and advances.
• Organise quotes and do requisitions for all consumables and assets.
• Perform Secretarial duties for Executive Managers and the Board of Directors.
• Assist in drafting accurate and professional reports.
• Coordinate and organise board-related external and internal events ensuring all logistics are seamlessly executed.
• Undertake any ad hoc duties.

COMPLIANCE

• Handle sensitive and confidential information with the utmost discretion.
• Assist with coordinating the Board Induction.
• Maintain and keep a filing system.
• Recording of accurate minutes.

MAINTAIN ASSET REGISTER FOR THE CLUSTER

• Keep records of asset location changes, transfers, and scrapping.
• Update Excel version of Asset Register.
• Physically verify assets at required intervals against Excel and IFS versions of the asset list.

COLLABORATION

• Ability to build a positive working relationship.
• Supporting the Board secretariat in implementing corporate governance best practices.
• Works closely with the Board Secretariat and Executive Management to facilitate efficient board meetings.
• Collaborate with cross-functional teams to ensure accurate record-keeping, document management, and information flow between the board and management.

QUALIFICATION AND EXPERIENCE

• National Diploma in Public Administration, Office Management or equivalent
• Ideal B. Tech in Public Administration, Office Management or equivalent qualification
• 3-5 years Administrative experience
• Computer Literacy in full Microsoft Office programmes,IFS System and Minutes taking