Executive Secretary - Office of the CFO at Technology Innovation Agency

Job Advert Summary    

• The Executive Secretary is responsible for providing high-level secretarial, administrative and coordination support to the Chief Financial Officer and the CFO Office, ensuring the effective functioning of finance, supply chain management, risk management, compliance, and Fund of Funds oversight activities. The role supports strong governance, regulatory compliance, accurate record-keeping, and timely coordination of inputs required to enable the CFO Office to discharge its fiduciary and statutory responsibilities.
• Technology Innovation Agency (TIA) is a talent driven, customer- centric and impact focused organisation. In our endeavour to support technology innovation with socio-economic outcomes; we seek to infuse the organisation with team players that find resonance as value creators, agile thinkers, progressive attitudes, customer-centricity, dynamic work ethic and an optimistic disposition. We aim to harness these attributes in a manner that they culminate into a culture of teamwork, impact and accountability.
• In executing its mandate, the organisation provides funding and non-funding support to stimulate innovation so that it provides a catalytic impact to the economy whilst improving people’s lives and protecting the environment. The Agency endeavours to promote the careers of previously disadvantaged persons by applying the principles of the Employment Equity Act, as amended.

Minimum Requirements    
Qualification

• Administration/Secretarial certificate or diploma with exposure to finance, public sector governance, or compliance environments
• 3-year tertiary qualification or relevant administration/ secretarial diploma with exposure to finance, public sector governance, or compliance environments (Preference)

Work Experience

• 3 years’ experience in secretarial or administration in a finance, public sector, audit, risk, compliance, or SCM intensive environment, including exposure to governance processes, documentation control, and executive support
• 5+ years’ experience in a finance, public sector, audit, risk, compliance, or SCM intensive environment, including exposure to governance processes, documentation control, and executive support (Preference)

Duties and Responsibilities    
FINANCIAL 

• Assist the CFO with collating all relevant info and input to budgets (operational and investment)
• Ensure budget is updated with relevant input received
• Record approved contracts and invoices by the Executive on the financial system and ensure that they are settled and a database/ register is kept up to date with invoices submitted
• Load requisitions on the Financial System in line with Procurement guidelines
• Assist the CFO Office with the coordination, consolidation and quality-checking of inputs related to: 
• Operational and investment budgets
• Fund of Funds allocations and commitments
• Maintain accurate and up-to-date financial, contract, and payment registers, including those relating to
• Fund of Funds transactions
• Support monitoring of expenditure against approved budgets, contracts and investment approvals, and flag variances for attention.

STAKEHOLDER

• Maintain professional engagements with all external and internal Stakeholders and continuously strife to exceed expectations
• Maintain excellent verbal and written communication standards based on TIA values when engaging with internal and external stakeholders

INTERNAL PROCESSES

• Comply with all TIA systems (performance management, HR, Finance, Stakeholder information, FMS) 
• Provide administrative and coordination support to the CFO Office in respect of Fund of Funds governance.
• Maintain accurate registers of Fund of Funds approvals, agreements, drawdowns, and reporting obligations.
• Coordinate the compilation and submission of Fund of Funds reports and approval packs to internal governance structures and external stakeholders where required.
• Track deadlines and ensure timely submission of Fund of Funds–related information.
• Prescreen documents send through for the CFO approval to ensure alignment with Delegation of Authority, SCM and compliance with relevant processes and procedures of TIA
• Ensure that correspondence and enquiries are effectively addressed or assigned to the responsible parties and accurate records are kept
• Assist the CFO with managing their diary, updating information sheets, keeping minutes, scheduling meetings booking training rooms, resources, drafting of documents and quality checking/ proof reading communication
• Ensure the effective coordination of activities within the division
• Ensure effective time management of the Executive’s daily, weekly and monthly schedule
• Proactively arrange annual Divisional calendar and ensure scheduled meetings and events take place.
• Send proactive reminders to all involved (EXCO submissions, Board meetings et cetera)
• Assist the Executive by ensuring that all input packs to relevant meetings are compiled, input is collated and distributed by the required deadline
• Act as a first point of entry to screen relevance of all information and/or requests submitted to the Executive     

LEARNING AND GROWTH

• Actively familiarise yourself with all agreed Key Performance Areas (KPAs) and take full responsibility for understanding and achieving them in accordance with the Performance Agreement
• Review performance against agreed performance standards
• Live the values and culture of TIA
• Identify and implement development opportunities to ensure continuous improvement of work effectiveness and  efficiency
• Proactively familiarise yourself with and effectively utilise all departmental information systems and tools to ensure the optimal execution of core tasks

Deadline:22nd April,2026