Offer description

Our client is seeking to appoint one (1) candidate to render Personal Assistant role to Senior Manager(s) for a period of twelve (12) months

Duties & Responsibilities

KEY RESPONSIBILITIES:

Provides a secretarial /receptionist support service to the Manager

Receives telephone calls, discretion, is required to decide to whom the call should be forwarded. In the process the job incumbent should finalize some enquiries

Performs advanced typing work

Operates and ensures that office equipment, e.g. fax machines and photo copiers are in good order

Records the engagements of the senior manager

Utilize discretion to decide whether to accept/decline or refer to other employee requests for meetings based on the assessed importance and urgency of the matter

Coordinates with and sensitize/advises the manager regarding engagements

Compiles realistic schedules of appointments

Renders administrative support services

Ensures the effective flow of information and documents to and from the office of the manager

Ensures the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies

Obtain inputs, collates and compile reports, e.g. progress reports, monthly reports, management reports

Scrutinizes routine submissions/reports and make notes and/or recommendations for the manager

Responds to enquiries received from internal and external stakeholders

Draft documents as required

Does filing of documents for the manager and the unit where required

Collects, analyzes and collates information requested by the manager

Clarifies instructions and notes on behalf of the manager

Ensure that travel arrangement are well coordinated

Prioritizes issues in the office of the manager

Manages the leave register and telephone accounts for the unit

Handles the procurement of standard items like stationary, refreshments etc. for the activities of the manager and the unit

Obtains the necessary signatures on documents like procurement advices and monthly salary reports

Scrutinizes documents to determine actions/information/ other documents required for meetings

Collects and compiles all necessary documents for the manager to inform him/her on the contents

Records minutes/decisions and communicates to relevant role players, follow up on progress made

Prepares briefing notes for the manager as required

Coordinates logistical arrangements for meetings when required

Support the manager with the administration of the manager's budget

Collects and coordinates all the documents that relate to the manager's budget

Assist manager in determining funding requirements for purposes of MTEF submissions

Keeps records of expenditure commitments, monitors expenditure and alerts manager for possible over and under spending

Checks and correlates BAS reports to ensure that expenditure is allocated correctly

Identifies the need to move funds between items, consults with the manager and compiles draft memos for this purpose

APPOINTMENT REQUIREMENTS

Secretarial diploma or equivalent qualification

3- 5 year experience in rendering a support service to senior management

Language skills and the ability to communicate well with people at different levels and from different backgrounds

Good telephone etiquette

Computer literacy

Good people skills

High level of reliability

Knowledge on the relevant legislation /policies/prescripts and procedures

Requirements

• Minimum education level: Diploma /Bachelor's/ N6
• 3 years of experience
• Language(s): English
• Availability to travel: No
• Availability of change of residence: No

More than 30 days ago

About NEXT BIOMETRICS

NEXT Biometrics provides a wide variety of biometric hardware to suit the varying industry requirements and working environments. Our biometrics range from various Fingerprint options to Facial devices. We are also at the forefront of SmartPhone App development.

Our cloud modules cater to basic Attendance needs, through to advanced Time and Attendance, Leave management, Access Control and Job Costing. Our software has been fine-tuned to cater for the various industry requirements, as ...

NEXT Biometrics provides a wide variety of biometric hardware to suit the varying industry requirements and working environments. Our biometrics range from various Fingerprint options to Facial devices. We are also at the forefront of SmartPhone App development.

Our cloud modules cater to basic Attendance needs, through to advanced Time and Attendance, Leave management, Access Control and Job Costing. Our software has been fine-tuned to cater for the various industry requirements, as well as client needs.

Our development team is continuously improving our current systems, developing new solutions, as well as providing Bespoke solutions for the growing need to incorporate biometrics in more applications.