​Administrative Assistant: Information and Communication Technology Reference no: CS/01/03 at UMALUSI

Requirements: 

• NSC, NC(V) Level 4, NSC (Colleges), SC, SC (Amended) or equivalent NQF Level 4 certificate with language(s). Experience in administration, preferably in an educational environment. Communication skills (written and verbal) and strong computer skills. Ability to plan and organize research projects, seminars, and workshops. Ability to work independently and in a team.

Additional Requirements:

• A post-matric certificate in IT/ICT or equivalent (IT/ICT courses) will be an added advantage. Knowledge of the principles and practices of essential office management. Excellent administrative and organizational skills, with extensive PC skills in Microsoft Office Suite. Ability to Interpret ICT-related policies. Possession of ICT industry certification will be an added advantage.

Main Duties:

• Supported the planning of workshops, user training, projects, and meetings of the sub-unit.
• Support the implementation of the sub-unit's operational plan. Support the planning of contract management, audit tracking, and ICT needs.
• Manage the logistical arrangements for the sub-unit activities. Establish and maintain an effective filing system and office admin duties.
• Capture and track claims for Council sub-committee on ICT members and submit them to the Finance Unit: logistical arrangements and preparation for meetings and related activities.
• Preparing travel arrangements and liaising with travel agencies for flight bookings, accommodation, and car hire for ICT team members according to applicable and related policies.
• Draft submissions, letters, and memorandums for the Manager’s consideration and signature. Tracking of budget for each activity of the sub-unit. Manage the database of ICT service providers.
• Take minutes, type, and distribute these to the unit members and relevant parties. Management of the filing system of the unit. Maintain electronic and hard copy files per the record’s policy for the unit. Manage the flow of documents in and out of the ICT office.
• Keep the sub-unit registers (mail, leave, submissions, and movement). Screen telephone calls, record messages, and perform secretarial duties for the sub-unit.
• To provide first-line support to internal customers, assisting them with hardware, software, network, and communications problems by phone, email, and desktop support.
• Ensure all support calls and service requests are logged and administered using the appropriate service desk or helpdesk software. Ensure support calls are escalated to the proper internal/external team members using the agreed escalation procedures. To assist with the administration of staff joining, leaving, or moving within the organization concerning user accounts, password creation, email accounts, and security access.