Administrative Assistant at South African Bureau of Standards (SABS)

Minimum Requirements

Qualifications

• Diploma in Office Administration, Office Management or a related field (NQF Level 5)

Works Experiance

• 1 – 2 years relevant work experience
• Proven track record in executing Divisional Head level administrative functions
• Proven track record in report writing and presentation formatting
• Must have understanding of invoicing, requisition ordering and basic procurement protocols

Duties and Responsibilities

Functional Management

• Provide relevant office administrative duties relating to the receiving of telephone calls, correspondence and emails.
• Treat information and documentation as private and confidential, and only disclose to any parties through the Divisional Head’s approval.
• Provide general administrative support to Certification Services as required.
• Ensure that all communications and information for Certification Services are directed to the relevant parties, accordingly.
• Co-ordinate all administrative arrangements for relevant Certification Services sessions as required (including logistical arrangements, booking of meeting rooms etc.)
• Prepare non-routine and routine correspondence and proofread relevant documents before circulation.
• Perform special duties as directed by the Divisional Head, including the collation and summarization of information.
• Assist with the compilation of relevant documents for the Divisional Head.
• Prepare agendas, documents and meeting packs for agreed upon meetings.
• Maintain the relevant filing and record management system for Certification Services and other office flow procedures to ensure easy retrieval of records.
• Ensure that all in scope documents are filed, managed and updated appropriately.
• Ensure that all information relevant to Certification Services is provided and directed accordingly to the relevant parties.
• Coordinate the logistical arrangements of relevant Certification Services meetings and sessions in an effective and efficient manner and ensure the documentation is distributed to meeting delegates.
• Receive and direct guests for relevant meetings and sessions in a professional manner.
• Collect and prepare all printed materials as required for meetings and sessions where necessary.
• Conduct weekly stock controls and maintain appropriate levels for common materials and resources utilized by Certification Services. Notify Divisional Head to replenish stock as necessary.
• File, update and manage all documents appropriately as per standard operating procedures.

Risk and Compliance Management

• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit and regulatory requirements.
• Maintain quality risk management standards in line with ISO, Accreditation and regulatory requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the Managers and Executives to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.

 Stakeholder Management  

• Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation
• Actively liaise and build relationships with SABS clients and service providers so as to ensure that the service standards are met appropriately.
• Uphold the image of the office of the Divisional Head in all interactions with stakeholders.
• Coordinate the flow of information, providing a central point of contact for internal and external customer’s queries and/or complaints.
• Convene and attend meetings and present relevant information to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders.