Administrator: Strategic, Planning and Reporting - Midrand at Construction Education & Training Authority (CETA)

JOB PURPOSE AND PROFILE

• To provide administrative support to the Strategic, Planning and Research unit to ensure the effective and efficient running of the business unit, provide superior client service and to support the CETA in the execution of the overall strategy.

RESPONSIBILITIES:

• Coordinate and provide administrative duties in the business unit such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Work with the Officers and Researchers to prioritise an agenda and focus on the most important issues and opportunities within the business unit.
• Develop, maintain, and update the business unit’s annual meetings planner.
• Coordinate the business unit’s meetings and preparation and ensure that all invitations, logistics, minutes and relevant agendas and material are provided.
• Assist in the coordination of relevant workshops, bid committee meetings and other events as required within the business unit.
• Attend key meetings as directed by the team with the purpose of ensuring follow-up and execution on identified actions.
• Provide input and formulate business presentations in consultation with the team.
• Work with the business unit to strategize and manage a portfolio of relationships relevant to the business unit.
• Order, receive, verify, store, and maintain an accurate inventory of office supplies as required.
• Respond to routine queries and escalate higher-level requests to the relevant staff in the business unit as required.
• Prepare non-routine and routine correspondence and proofread relevant documents before circulation.
• Ensure the effective and efficient management of document flows and the retrieving and archiving of information in a confidential manner.
• Assist with the coordination and compilation of reports for the business unit for review and submission.
• Assist in the capturing of relevant information and maintaining the database for the business unit, ensuring data integrity.
• Perform any duty, lawful and reasonable task or responsibility as directed by the supervisor.
• Perform any duty, lawful and reasonable task or responsibility as directed by the supervisor.
• Perform all duties and responsibilities in line with applicable Act, Regulations and per CETA relevant policies and procedures.
• Assist in the compilation, coordination and verification of relevant invoices and supporting documents for the business unit for submission to the Finance business unit. 
• Ensure Supply Chain management process are followed when making the necessary travel arrangements, including flights, accommodation, hire cars, etc. for the Section.
• Assist in reduction of wasteful expenditure by assisting the Manager in ensuring that all minor work done by sub-contractors is executed.
• Contribute to the financial sustainability of CETA by ensuring no wasteful and fruitless expenditures are incurred in responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
• Ensure that on-the-job training, learning, and development is taking place.
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Attendance to development workshops and interventions as per agreed Personal Development Plan (PDP).

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Matric/Grade 12 plus a Diploma in Administration or another related field
• Minimum three (3) years’ administration experience
• Outstanding communication and interpersonal abilities
• Excellent organizational and leadership skills
• Familiarity with office management procedures and basic accounting principles
• Intermediate Excel and PowerPoint Skills

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.

OTHER REQUIREMENTS

• Flexibility in working hours will be required to meet demands of the role.
• May be required to work overtime.