Administrative Officer - Braamfontein at South African Human Rights Commission

Job Purpose

To provide overall administrative support to the provincial office and to offer secretarial services to the Provincial Manager in order to ensure the effective and proper functioning of the provincial office

Key Responsibilities

Perform and manage administrative duties professionally, for the provincial office:

• Maintain an efficient filing and document control system for the provincial office
• Ensure effective and timeous minutes are recorded and distributed for the relevant meetings
• Manage any service related calls, and address, refer and track them appropriately.
• Assist with the preparation of documentation packs prior to meetings
• General typing as may be requested.
• Manage and book the scheduling of travel arrangements including flights, hotel bookings, visas transfers and requisitions. Ensure that documentation is sent to finance for payment

Perform effective Meeting management:

• Prepare the meeting agendas and circulate them to the required people
• Attend to the arrangements for meetings that the provincial office may be hosting- including venues, catering, and travel requirements as required
• Take minutes of meetings and distribute them as appropriate.
• Provide support and perform any task as may be required to facilitate the hosting of events by the provincial office

Providing a general secretarial service to the PM:

• Answer all telephone calls courteously and with speed, performing screening where necessary
• Receive visitors/members of the public/stakeholders who attend the office for a meeting with the PM
• Send emails on behalf of the PM as directed
• Maintain a database of all stakeholders/ individuals and their contact details that the provincial office may require
• Liaise with external stakeholders as required for information and planning
• Manage and prioritise all correspondence timeously, finalise memos and letters before signature by the PM/
• Prepare and manage letters and other relevant communication on behalf of the PM
• Maintain an effective and efficient system for the recording of all incoming/outgoing correspondence from the PM
• Maintain an efficient filing and document control system for the PM
• Control the diary and engagements for the PM and arrange appointments for the PM, both internally and externally

Document Management and HR Administration Support:

• Manage the organization of the entire recruitment process for positions in the province, and send the finalized details to the HR officer at Head Office
• Provide relevant HR administration support services including facilitating the processing of leave applications
• Provide records management support services to the Provincial Office.

Procurement and Asset Management Support:

• Gather quotes for the procurement of goods for the provincial office; prepare relevant requisitions for the PM and once signed to forward them to the Procurement Officer at Head Office
• Perform effective fleet management for the vehicles in the province, including license discs, services, log book and petrol slip management and to alert the PM of any matters that may require attention.
• Prepare the update of the provincial asset register for the PM and forward to the Senior Admin Officer at Head office
• Conduct annual stationery stock take and prepare a detailed report for PM for submission to Head Office

Health and Safety Management Support

• Conduct monthly Health and Safety inspections, identifying risks and hazards and prepare the report for the PM
• Ensure effective building management through payment of utility bills and alerting the PM as needs arise
• Manage the contracts for the facilities of the province such as printers, plant contracts and advise PM on need for review of any contracts if necessary.

Inherent requirements of the Post

Skills/ Knowledge/ Behaviour:​​​​​​​

Key competencies​​​​​​​

• Secretarial skills
• Administrative skills
• Typing skills
• Interpersonal skills
• Time management
• Team player
• Good written and verbal communication skills
• Good computer literacy and web knowledge
• Minute taking
• Flow-centric knowledge
• Honesty and integrity
• Client orientation and customer focus
• Problem solving and analysis
• Attention to detail
• Planning and organizing ​​​​​​​

Knowledge and education

• Administration / Secretarial Diploma/ B. Admin
• Human resources management knowledge
• Human Rights knowledge
• Supply chain management knowledge

​​​​​​​Experience

• 5 years relevant experience