Executive Assistant REF : BMA 8/7/2024 (A) at Border Management Authority

DIVISION : CHIEF OFFICE: OFFICE OF THE COMMISSIONER
REFERENCE : BMA 8/7/2024 (A)

EMAIL ADRESS : [email protected]

Minimum Qualifications

• A post matric qualification in Business Administration or related at NQF 6 as recognized by SAQA 

Minimum Experience

• Minimum of 5 years’ experience in an executive assistant role Knowledge
• South African Constitution. BMA Act 2020; Basic accounting principles; Microsoft Office Packages; BMA Strategic Plan; BMA Policies and Procedures; Knowledge of the PFMA will serve as an added advantage.
• Professional Registration or license requirements
• None Other requirements
• Flexibility in working hours will be required to meet demands of the role.
• May be required to work overtime.
• Valid driver’s License

MINIMUM JOB REQUIREMENTS, KNOWLEDGE AND RESPONSIBILITIES 

Responsibilities/Duties

The successful candidate will be expected to perform the following duties-

• Completes a broad variety of administrative tasks for the Chief Officer including managing the active calendar of appointments; completing expense reports. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Chief Officer 's time and office.
• Communicates directly, and on behalf of the Chief Officer, with governance members, employees, and others, on matters related to Chief Officer 's Office. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Chief Officer. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Chief Officer's office and internal Divisions demonstrating leadership to maintain credibility, trust and support with senior management staff. Works closely and effectively with the Chief Officer to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• To conduct research/ analysis as directed by the Chief Officer. To coordinate departmental reports and documentation for the governance meetings and other meetings with outside partners. Ensure that the division adheres to all organizational deadlines. Assist with the submission of mandatory reports and information. Prepare reports by collecting information for the Chief Officer. Co-ordinate and compile the Division’s monthly and quarterly reports. Edits and proofreads reports and presentations. Track commitments, report deadlines and manage follow-ups.
• Ensure general secretarial work including typing, answering telephones, managing diaries, appointments and arranging meetings. Receive and send correspondence on behalf of the Office. Proactively coordinate the pre-planning of trips, including arranging appropriate travel and accommodations, agendas, necessary contacts, itineraries, visas, marketing materials and other necessary preparations.
• Draft and type letters, reports, memos and ensure that all documents are formatted to professional standard. Schedule and coordinate Committee meetings and coordinate the necessary documentations and meeting packs. Compile, transcribe, and distribute minutes of meetings when required. Oversee logistics and preparation of materials for meetings Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chief Officer.
• Promptly attentively respond to customer requests within established parameters and time frames. Support budgeting and bookkeeping procedures. Ensure Supply Chain management process are followed when making the necessary travel arrangements, including flights, accommodation, hire cars, etc. for the Division. Prepare quotations, requisitions and receipting on for Goods and Services received and ensure invoices are paid on time. Assist in reduction of wasteful expenditure by assisting the Chief Officer in ensuring that all minor work done by sub-contractors is executed.