Departmental Assistant - Governance, Risk & Assurance Department at FSCA South Africa

Purpose of the Job:

• To provide administrative and secretarial support to the Governance, Risk and Assurance Department. The person appointed to this position will report to the Senior Manager.

Key Performance Areas:

• Provide secretarial support to the Senior Manager and Chief Risk Officer, including diary management, screening of calls, client enquiries, etc.
• Plan and arrange departmental workshops, social events, travel and hotel accommodation in accordance with the department’s annual operational plan.
• Book departmental meetings, distribute agendas and other communication and documentation.
• Book team’s training and conferences, including writing of memorandums and coordination of the payment process.
• Manage departmental stationery, including ordering and stationary stock control. 
• Coordinate and manage the team’s telephone bills reconciliations, diary management and venue bookings;
• Maintain electronic filing systems.
• Arrange access and office space for visitors. 
• Facilitate attendance of meetings and BCM site tests, including compilation of attendance registers, arranging meeting rooms and transport where applicable. 
• Perform regular asset verification against the departmental asset register.
• Log general office maintenance and IT issues on the relevant helpdesks and follow-up on queries.
• Ensure that supplier invoices are actioned timeously including obtaining necessary supporting documents from the team and/or service provider and required   signatures for approval, raising requisitions (online case creation) and routing to Finance and/or Supply Chain unit.
• Perform general administrative support to the team members; including providing assistance with the preparation of documents and slides for presentations and meetings; writing of memorandums; committee submissions, attending to administrative enquiries.

Other Key Competencies:

The candidate must demonstrate the following skills and attributes: 

• An excellent command of both spoken and written English; 
• disciplined, organised and reasonably tidy; 
• reliable, trustworthy, of sound judgment, self-confident and with a friendly, co-operative and supportive nature; 
• commitment to ensuring effective team work and that all work is done timeously, at a high standard and that the organisation’s reputation is protected and enhanced. 
• The candidate must also have exceptional interpersonal skills and display professional demeanor. 

Requirements

• A Matric Certificate plus a relevant Secretarial Diploma or Administrative qualification, with at least 2 years working experience as a secretary or administrative assistant.  
• The candidate must be computer literate and have advanced MS Products knowledge (Word, Excel, Access and PowerPoint) and working experience in the use of computer programs for word processing, databases and spread sheets. 
• The candidate must also have exceptional customer service skills and skill in coordinating and  scheduling  management meetings, gathering agenda items and materials as required. 
• The ability to handle more than one task at a time and accuracy skills are essential.