Administrative Assistant Office CEO at Housing Development Agency (HDA)

Key Performance Areas:

General Administration

• Provide support for projects and other work initiated by the CEO, HDA Executive Committee and the Senior Officer – Executive Committee.
• Electronically and manually update Committee files and records, insert attendance registers, notifications, correspondence, and minutes in accordance with established referencing sequences.
• Liaise with Heads of Departments, key staff, external committee members, etc, to ensure that actions agreed at meetings have been carried out.
• Assist with the coordination of meetings requirements such as meeting venues, IT infrastructures, refreshments, etc.
• Assist with processing and monitoring of invoices, travel claims and expense claims for payment.
• Coordination of reports to be submitted to the Board and Sub-Committees for all meetings and preparing cover pages to be approved by the CEO.
• Manage and coordinate travel requirements for the Office and EXCO members in consultation with EXCO Coordinators and to ensure that travel is aligned with approved travel policies and National treasury guidelines. 

Document Management

• Oversee the storage and maintenance of existing documents within the Office of the CEO.
• Oversee and manage the Office of the CEO document and management (IMIS) system.
• Monitor and update stored information and data.
• Maintain database of service providers, clients and other key stakeholders on programme and projects.
• Support the department in quality management systems implementation and management.
• Ensure effective and efficient document movement and tracking for approvals between departments.

Financial Planning and Management

• Assist with monitoring departmental spending of ongoing projects against the budget.
• Assist with management of the department procurement and related requirements.
• Manage the submission of invoices to finance department and ensure invoices are paid on time.
• Ensure compliance and adherence to HDA procurement processes both internally and externally. 

Qualifications and Experience:

• Grade 12 or similar qualification.
• Post-matric qualification will be an added advantage.
• Relevant experience in administration and coordination.
• Competent in Ms Office Package (Word, Excel, PowerPoint, Outlook)
• Ability to communicate effectively.
• Operate independently, delivering high-quality results, accuracy and attention to detail.