Bosch Ulwazi – Personal Assistant at Bosch Holdings (Pty) Ltd

KEY  FUNCTIONS: 

1. MARKETING

1.1.   Proposals / Tendering (bids)

• Maintain a database of CVs of staff in both short and long format (update annually).

• Compile and maintain an electronic proposals library of proposals.

• Ensure all supporting documentation for tenders is up to date and maintained.

• Co-ordinate proposal input from members of the bid-team and compile the final document.

• Maintain databases of Academic and Professional Certificates, Shareholders ID documents, Client reference letters received for tenders, Letters of Appointment, tender methodologies.

• Search for Tenders and opportunities relevant to the business utilizing all the relevant opportunities available.

• Compile and submit National and International Tenders ensuring uniformity.

1.2    Marketing / Public Relations:

Assist the Managing Director with all aspects on marketing including:

• Update marketing contact lists and Enginuity & Xmas gift lists (KZN regional office).

• Assist with preparation of presentations (PowerPoint) for yearend client functions.

• Compile and update (annually) BU capability profiles and database of projects at a company and a divisional level.

• Assist with compilation and maintenance of project data sheets.

• Prepare BU submissions for awards in consultation with Managing Director and Regional offices where applicable.

• Produce material for media releases in consultation with Managing Director, Marketing Department and PR Consultants.

• Assist with Marketing Department liaison and management of the BU website.

• Support Marketing Department with preparation of Firm Friends on a rotational basis when required.

• Assist with compiling Enginuity articles.

• Assist with updating of information for business cards, brochures and other marketing material and ordering (nationally).

1. PEOPLE MANAGEMENT / DEVELOPMENT

• Proactively engage with the Managing Director to ensure effective implementation of the BU Performance Management system for all staff and to address your personal circumstances.

• Maintain an up-to-date staff training, qualifications and performance review file for all staff in the office and all registered professionals (Pr. Eng. and Pr. Tech. Eng.) nationally.

• Type and maintain BU generic position plans for all BU staff positions.

• Type and update performance targets and personal development goals as well as appraisal reports for executives/staff mentored by the Managing Director.

• Co-ordinate arrangements for training (book training, travel, accommodation) for office staff and maintain a training schedule (nationally).

• Maintain a company organogram.

1. QUALITY MANAGEMENT SYSTEMS (QMS) AND RISK MANAGEMENT

• Support the Manager responsibility for Quality (MRQ) with the following:

• Updates and revisions of QMS documents as required by MRQ.

• Maintenance of the QMS Master Record Index and Master QMS documents in both electronic and hard copy.

• Controlling QMS non-conformity and corrective action reporting.

• Issuing, collecting and evaluating Client satisfaction questionnaires.

• Controlling Directors monthly QMS reports.

• Internal and external (Dekra) audits.

• Ensure compliance with BU’s ISO 9001/2015 system to fully comply with Internal Audits and the external Dekra Surveillance Audits.

• Develop a thorough understanding of the BU Quality Management System.

• Arrange staff training on all documents of the QMS.

1. MANAGEMENT SUPPORT

         Support the Managing Director by performing the following functions:

• BMS Accounts Department liaison.

• Distribution of Project Accounting information and productivity schedules to regional directors and divisional managers, if required.

• Type and proofread management reports for submission to Group CEO and BU Board.

• Arrange venues, catering, etc., for BU Board, shareholders’ meetings, client/marketing functions, staff functions and site visits and compile and distribute relevant papers/invitations for these meetings/functions.

• Co-ordinate BU cell phone contracts and review selected packages for cost effectiveness.

• Co-ordinate office furniture purchases and repairs and monitor against budget.

• Co-ordinate purchasing of corporate clothing and corporate gifts.

• Prepare and update BU year planner.

• Security and confidentiality – discretion to be used to ensure security of information and communication systems in accordance with good business practice and company standards

• Assist with diary management for Managing Director.

• Efficient and cost-effective arrangements of all travel requirements.

• Assist Managing Director with the preparation of regional office and aspects of the BU national budgets.

• Maintain a database of charge out rates for various categories of staff and a disbursement schedule.

 5.    PROJECTS

• Project file / document management: typing, proof reading, document control / quality compliance, information system capturing, indexing, organising, filing and storage of project documents.

• Project finance coordination: timesheet control, project costing / forecasting, invoicing, statements / cover letters, debtor schedules, liaison with Accounts Department and debtor follow up with clients.

• Obtain certified documentation and signed Resolutions.

• Ensure BU is on all relevant client databases to be eligible to tender.

• Maintain / update the project experience schedule.

KEY REQUIREMENTS:

• A Matric certificate and Secretarial Diploma or equivalent.

• Basic financial skills (added advantage).

• A minimum of five years relevant work experience. Engineering industry exposure is advantageous

• Proficiency in the use of Microsoft office programs (Excel, Word and PowerPoint). Advanced Excel skills is advantageous.

• Experience and understanding of a QMS system (Dekra exposure is advantageous).

• Good knowledge in the compilation of tender documents, bid submissions including the identification of bid document requirements and collation of deliverables etc.

• Excellent interpersonal skills.

• Strong report writing skills.

• Willingness to work flexible hours.

Preference will be given to people from designated groups, in line with Bosch Holdings transformation plans. Suitably qualified Persons with Disabilities are encouraged to apply.

​Only short-listed candidates will be contacted. Should you not receive any communication after two weeks of closing date, kindly consider your application as unsuccessful.