Personal Assistant and INSCOM Secretary (Permanent)

SUMMARY:
JOB PURPOSE:

• Assist Inspections Department with administrative affairs of department and Secretary to the Inspections Committee.

• Grade 12 or higher.
• Office Administration course or secretarial training advantageous.
• Personal Assistant to Director or Senior Manager (minimum 5 years’ experience).
• Experience in making travel arrangements (international and domestic).
• Experience with Committees and organising workshops, big events, large meetings (all aspects).

POSITION INFO:
RESPONSIBILITIES:

• Personal Assistant to Director: Inspections:
• Diary management.
• Meeting logistics arranged timeously.
• International and local travel arrangements.
• Responding to stakeholders timeously.
• Annual subscriptions.
• Check or pre-approve claims/leave requests.
• Procurement for departmental purchases.
• Training arrangements for department (bookings, venues, catering, payments, requisitions for procurement, etc.).
• Assist with typing of reports in absence of Administrator: Reporting.
• Collate inspectors’ evaluation forms.
• Attend to queries from registered auditors/firms.
• Collate annual Evaluations and Declarations from INSCOM members.

• Distribute reports to Committee for consideration and approval.
• Prepare and collate documentation for reconsideration requests from registered auditors and distribute to Committee for consideration.
• Prepare for PRECOM and INSCOM meetings (minutes, agenda, statistics, collate meeting packs, records on O-drive /Committee Calendar).
• Reconcile, track and distribute decision letters and findings reports to firms/registered auditors after INSCOM.
• Administer and prepare memorandums and supporting documents for the investigations Department.
• INSCOM claims