Administrative Assistant at Media Development and Diversity Agency -MDDA

Reference No. AA2024

Purpose Statement

The Administrative Assistant is primarily responsible for providing a single point of contact to the MDDA for Company Secretary related services. The position will co-ordinate and control the administrative functionality for the Unit and the Board and its Sub Committees.

Education (Formal Qualification Required)

Minimum

• NQF Level 4 (Grade 12)

Advantageous

• NQF Level 5 Qualification in Administration / Secretarial or similar (e.g. Certificate in Office Administration)

Legal Requirements (e.g. Driver’s License, etc.)

Detail

• Code 8

Experience (Experience Required - Number of years)

Minimum

• Minimum 2 (two) years in relevant administrative support experience including:
  • Experience in secretarial work
  • Experience with reception duties
  • Experience with meeting management, including minute taking
  • Experience in document / records administration

Advantageous

• 3 – 5 years’ relevant experience

Position Description

Key Performance Area / Main Output

Company Secretarial/ Board & Committees Administration

• Provide a single point of contact to the MDDA for Company Secretary related services.
• Prepare packs for Board meetings. Ensure that Board and Sub-committee packs are assembled and distributed within defined time frames via courier or other relevant service providers
• Provide administration support to the Company Secretary and Board members.
• Arrange and manage travel and accommodation arrangements for Board members
• Maintain hard copy and electronic filing system of all Board reports, minutes and resolutions.
• Manage Company Secretary’s diary.
• Setup and co-ordinate meetings and conferences for the Company Secretarial Unit. Prepare monthly Board payment schedule for signature by the Assistant Company Secretary and Company Secretary and hand to HR/Finance within relevant time frames.
• Handle procurement processes for the Unit including sourcing required resources and obtaining approvals. Liaise with Supply Chain Officer as appropriate.
• Undertake full organisation of venues & catering for the Unit and ensure that arrangements are made well in advance.
• Facilitate the procurement of corporate gifting for Board and Committee members as appropriate.

Unit Administration Support

• Create, transcribe and distribute meeting documentation.
• Arrange meeting logistics
• Render Secretarial support to Departmental meetings
• Perform general clerical duties to include but not limited to photocopying, faxing, mailing and filing for all Unit functions.
• Sign for all packages/deliveries and accept and record all incoming and outgoing information ensuring timely completion and follow-up.
• Facilitate records and document management for the unit.
• Manage team leave and attendance register.
• Coordinate Departmental Reporting E.g. Monthly and quarterly reports
• Order printing, stationery & equipment requirements e.g. recorders as appropriate prior to the meeting.
• Sign for all packages/deliveries and accept and record all incoming and outgoing information ensuring timely completion and follow-up with relevant units including CEO’s Office, i.e. document management
• Coordinate Departmental Reporting E.g. Monthly and quarterly reports
• Arrange and manage travel and accommodation arrangements for the Unit.
• Follow up/ Receive invoices and facilitate for payment.
• Load procurement requisitions on the system for the Unit

Competencies (Knowledge, Skills and Behavioural Attributes)

Knowledge

• Basic MS Office proficiency
• Company Secretarial administration
• Basic Office Administration and Management
• Document management
• Planning and Execution

Skills

• Communication
• Interpersonal
• Time management
• Listening
• High Quality of work
• Flexibility
• Good Organisational skills

Behavioural Attributes

• Attention to detail
• Professional
• Team player
• Reliable
• Initiative

Special Requirements

Detail

• May be required to work after hours when providing administrative support