Executive Secretary (P10) (Division for Global Engagement) (Re-advert) at University of Johannesburg

Job Description
 

• Executive Secretary to the Division for Global Engagement, reporting to the Senior Director to manage the smooth running of the operations of the Division. The Executive Secretary to the Senior Director of the Division of Global Engagement assists and support the Senior Director in all aspects of his position to ensure an efficiently run and co-ordinated office with particular attention to diary management, effective timely correspondence and communication, and accurate and complete documentation management. The Executive Secretary also assist the Senior Director and the Divisional staff in the annual budget preparation, and all procurement processes including travel management and coordination including the coordination of larger delegations. The Executive Secretary also assists the Division with coordination of seminars and conferences, international events, and delegation visits, including PR and communication work.

Responsibilities:

• To assist and support the Senior Director in all aspects of his/her position to ensure an efficiently run, co-ordinated office with particular attention to diary management, effective timely correspondence and communication, including accurate and complete documentation management.
• Staff and Executive delegation travel co-ordination, including itinerary development, quotations, hotel, flight, transport (Car, train and bus) quotation, travel orders for Senior Director and divisional staff as needed.
• Assist the division with seminars and conferences, international events and coordination of delegations, including PR and communication.
• To assist all sections of the division in the annual budget preparation, including accurate and detailed inputs on the budget, motivations and preparations for the budget defence and meetings with other entities overseeing the finance process.
• Control and processing of all procurement and invoices, in accordance with good governance.
• Control of procurement, expenses including international travel expenses.
• Procurement of operational and capital items.
• Processing of Institutional Memberships and conference payments.

Minimum requirements

• A Secretarial Diploma or other Diplomas, Certification (NQF 6).
• Three (3) to five (5) years’ Secretarial experience within a tertiary environment.
• Three (3) to five (5) years' experience within a tertiary environment.
• Three (3) five (5) years’ Administrative and budgeting experience.
• Computer literacy (all MS Office packages).
• Knowledge of University systems processes.
• Knowledge of University policies and procedures.
• Knowledge of Administrative and clerical procedures and systems.
• Extensive diary management and scheduling.
• Telephone etiquette, procurement procedures, and knowledge of conference calls (international and local).
• Office Administration experience.

Recommendations:

• A Bachelors’ Degree (NQF 7).
• Previous administrative experience in a higher education institution.
• Experience with leading or managing a high-performing team of one’s own.

Competencies and Behavioural Attributes:

• High attention to detail.
• Ability to perform under pressure and independent.
• Good communication skills.
• Interpersonal skills.
• Professional approach.
• Procurement procedures.
• Knowledge of conference calls (international and local).
• Office and administration management.
• Finance/budgeting.
• Planning and organisational skills.
• Accuracy, detail, and quality checking.
• Excellent interpersonal skills.
• Active Listening skills.
• Knowledge of conference calls (international and local).
• Planning and organisational skills.

Deadline:19th June,2026