Administrator - Centurion at HENSOLDT South Africa

Job purpose

• To provide administrative and secretarial support to the Senior Managers and the Staff to ensure the efficient operationof the department.

Qualifications

• Matric;
• Relevant Secretarial Diploma/Certificate or equivalent qualification;

Ideal experience required

• 5 -10 years’ experience as a PA or Secretary;

Key technical skills and experience required

• Knowledge and able to organize local and international accommodation, flights and registration at conferences and congresses;
• Computer literate with MS Packages i.e., Word, PowerPoint, Excel, Outlook;
• Ability to write routine reports and correspondence;
• Ability to listen and take minutes from meetings and departmental staff sessions;
• Ability to communicate effectively with internal and external customers;
• Able to make critical decisions under pressure, while maintaining high level of professionalism;
• Proven track record of ability to manage time and work with strict deadlines;
• Able to manage departmental costs and expense register;
• Ability to work systematically according to SAP system;
• Working knowledge of timesheets and Jarrison system;
• Up to date with operational systems and maintain relevant Q: DRIVE info.

Key responsibility areas
PERSONAL ASSISTANT SUPPORT

• Provide administrative and secretarial support to the Senior/Line Managers within the department;
• Screening of all telephone calls, enquiries and requests and handle them when appropriate;
• Organizing, maintaining diaries and making appointments;
• Organizing and attending meetings, and ensuring that the manager is well prepared for meetings;
• Dealing with correspondence and writing letters, taking dictation and minutes.
• Producing documents, briefing papers, reports and presentations;
• Standing in for managers and delegate work in their absence;
• Control of budgets and expenditure on refreshments, stationary and other items in the department;
• Manage leave administration in accordance with the company leave policy and provide appropriate feedback and reports to Executive Manager and Line Managers.
• Obtain inputs from the dept regarding external visitors and updating of Visitors Report on an ongoing basis.

SECRETARIAL SUPPORT

• Dealing with incoming email, faxes and post and ensuring the appropriate handling, filing and distribution;
• Typing of documents, minutes, reports and presentations for dept staff;
• Establishing and maintaining office/filing system to deal efficiently with paper flow and organising and storing paperwork, documents and computer-based information;
• Liaising with clients, suppliers and other staff;
• Processing of claim and expense forms, leave forms and other departmental forms;
• Assist other Divisional Secretaries where and when required;
• Documenting secretarial and administrative processes and systems to ensure consistent operations and allow continued functioning of the department in the event of absence;

MEETINGS AND FUNCTIONS

• Scheduling and diarising of department and client meetings.
• Sending out reminders in advance of upcoming meetings and events and ensuring attendance of compulsory meetings and events.
• Welcoming and attending to visitors.
• Arrange refreshments for meetings and functions as required.

TRAVEL

• Arrange local and international accommodation, flights and registration at conferences and congresses.
• Coordinate and manage Visa Applications.
• Coordinate and manage Foreign Exchange advances.
• Follow up on Forex advances and ensure that expense claims are received at least 7 days after the traveller has returned from his/her trip.
• Maintain a travel and expense register.
• Coordinate and manage overseas travelling by means of providing sufficient information and all relevant documentation.
• Continued coordination and confirmation of bookings made.
• Coordinate and liaise with travel agent requests.
• Furnish traveller with travel documents well in advance.
• Assist with travel claims where appropriate.

TIME KEEPING AND ADMINISTRATION

• Ensuring all weekly timesheets are received and loaded onto the system;
• Ensuring timekeeping data base is updated reflecting personnel movement and attendance and in line with the overtime and leave applications;
• Providing weekly and monthly reports on leave, timesheet and timekeeping status and general expenditure.

GENERAL

• Adhere to company policies and disciplinary code;
• Acts within limits of authority and where possible, ensures department members do the same;
• Execute any reasonable ad hoc duty given by Senior Managers;
• Suggests areas for improvement in internal processes along with possible solutions;
• Cooperate and add value where possible in the Business Unit;
• Booking retrospective hours on SAP;
• Booking hours on SAP for non-SAP users;
• Assist with Department licence renewals (Software Licences).

Ideal behavioural competencies required

• Quality commitment and work standards: Delivering quality work and achieving high standards of workmanship, including the ability to work under pressure;
• Teamwork: Be an active team player, value teamwork and have the ability to works effectively with others to accomplish common goals;
• Technical mastery and continuous learning: Actively look for new job-related learning opportunities to gain exposure and experience and make yourself available to others to help solve technical or procedural problems or issues;
• Accountability and ownership: Be goal driven and take ownership of delivering all work at a high standard, on time and of the right quality;
• Customer focus: Focus on meeting and exceeding the needs and expectations of our internal and external
• customers, including colleagues, other business units or other stakeholders;
• Attention to detail: Apply discipline, detail-orientation and a positive attitude in all work being done;
• Collaboration: Acknowledge, respect and value each person’s contribution and role in the team and in delivering excellent results;
• Process capability: Have a focus on continuous process improvement and the ability to identify and address process problems in a timeous way