No applications will be accepted after the closing date (25 March 2022). Nelson Mandela University reserves the right not to make an appointment. In considering candidates for appointment into the advertised posts, preference will be accorded to persons from a designated group in accordance with the approved Nelson Mandela University Employment Equity Plan.
CORE PURPOSE OF JOB
Provide administrative support to facilitate the CEO's ability to effectively lead the organisation, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties as well as providing secretarial support to the Advisory Board. The nature of the position requires an independent employee who is able to use their initiative in achieving SAIMI goals and whose interpersonal skills are well-honed to achieve co-operation at all times.
KEY PERFORMANCE AREAS
1. Provide Secretarial and Administrative Support
1.1 Administrative support to the CEO and SAIMI staff.
1.2 Provide secretarial services to the SAIMI Advisory Board.
1.3 Deal efficiently, effectively and provide excellent customer care with all client queries.
1.4 Answer phone and respond to telephonic enquiries from internal and external customers; take messages or redirect calls to the correct department/ person.
1.5 Manage various administrative processes and type documentation/ letters/reports/ agendas and minutes to effectively support the work of the department.
1.6 Liaise with various personnel within SAIMI as well as external stakeholders in the execution of these duties.
1.7 Facilitate all official travel and ensure all necessary arrangements are made for meetings to be held out of the office.
1.8 Perform other secretarial duties within the scope of the position- as assigned by the direct line manager.
2. Information Management
2.1 Implement and maintain a systematic filing system for the Department (both hard copy and electronic).
2.2 Maintain departmental information and documents on the shared departmental intranet site or website as may be required.
3. Financial Administration
3.1 Responsible for financial administration on Financial ITS system which includes the processing of requisitions for goods and services as required.
3.2 Provide information to assist managers to prepare the draft budget.
3.3 Maintain records of subsequent budgetary expenditure within the office.
3.4 Assist in monitoring budget by providing information as to the budget spent and discuss possible corrective action with line manager.
4. Human Resources Administration
4.1. Facilitate system and facilities access for staff, contractors and/or students and provide policy and process information.
4.2. Maintain HR-related records for the department.
5. Facilities and Assets Administration
5.1 Liaise with facilities support on behalf of the institute as needed.
5.2 Coordinate requests for furniture and equipment.
5.3 Facilitate access to facilities for students and staff.
5.4 Assist with obtaining staff and student cards.
5.5 Maintain inventory and/or order office supplies.
5.6 Set up venues and equipment required for meetings and programme delivery.
6. General Office Management
6.1 Handle routine and general correspondence where appropriate.
6.2 Receive visitors and serve as central point of contact between the CEO, departmental staff, and other departments both internal and external.
6.3 Circulating important correspondence, reports, minutes, and other information for easy access by staff.
6.4 Coordinate all aspects of meetings, workshops, conferences, and teleconferences; and informing staff and external stakeholders timeously of the events.
6.5 Maintain professional and neat appearance of the reception area and office.
CORE COMPETENCIES
• Core Competencies:
• Outstanding organisational and administrative skills.
• Outstanding verbal and written communication skills, including the ability to write on behalf of the senior team for different audiences and to required deadlines.
• Highly developed analytical skills and experience of producing and analysing complex source material, information, and data
