Divisional Assistant: Education and Advocacy at National Consumer Commission

Purpose of the job

• To provide administrative and related support to the Components of Education and Advocacy Division of the NCC

Key Responsibilities
Provide secretarial and administrative support to officials of the division

• Assist with co-ordinating and organising meetings/ appointments.
• Make arrangements for refreshments and attend to other necessary logistics for meetings.
• Provide the necessary support for events, including registration.
• Receive guests and clients for officials
• Assist with drafting of reports and submissions.
• Assist with maintenance and capturing of statistics and other records.
• Maintain and update case registers, consent orders, compliance notice, search warrant registers.
• Assist with opening and labelling of files in the approved format.
• Receive and distribute mail, and other relevant correspondence.
• Relieve the Receptionist as and when required

Manage the administrative functions of the unit

• Obtain all necessary prior approvals for all expenditure
• Take accurate messages for all officials.
• Compile agendas for meetings after consultation with officials.
• Prepare meeting packs.
• Take accurate minutes of meetings.
• Ensure that attendance lists for meetings are completed.
• Maintain leave register with updated and accurate records.
• Retrieval and storage of case related files and documents.
• Assist with securing resources for officials and Division
• Arrange all teambuilding and special events for the Division

Manage all travel and accommodation arrangements

• Assist and make arrangements for official travel including accommodation arrangements for officials
• Ensure that the necessary approvals are obtained for travel and accommodation requests.
• Manage the travelling and accommodation bookings.
• Assist with subsistence and travel and claims

Ensure accurate administration of financial, stationery and procurement functions of the section

• Manage stationery control function
• Assess requirements –
• Obtain necessary approval for ordering of stationery
• Attend to petty cash function and control
• Ensure that claims and payments are made under proper line items in budgets

Manage the assets and maintenance of equipment

• Manage assets and maintenance of equipment

Coordinate events for the Division

• Facilitate events for the Division

Minimum Qualifications: Grade 12, plus Diploma/ certificate in Secretariat

Minimum Experience : 3 years secretarial experience in private sector or government service

Minimum Training: Computer Literacy ( Microsoft Office 365