Group Assistant at Council for Scientific and Industrial Research (CSIR)

About The Job
The CSIR has a vacancy for a Group Assistant in the Data Intensive Research Initiative of South Africa (DIRISA) portfolio of the National Integrated Cyberinfrastructure System (NICIS), which is a hosted programme within the Smart Society Division. This position is based in Pretoria.

Key Responsibilities

• Arrange and coordinate meetings and events as requested.
• Draft minutes, agenda and any necessary presentational material as requested.
• Follow up on action items from meetings.
• Schedule and diarise meetings as requested.
• Coordinate and upkeep of formal documentation distribution.
• Coordinate and update project files and client requestions register.
• Coordinate vehicles, vehicle bookings and maintenance schedules.
• Coordinate national and International travel arrangements (Flights, Accommodation, Car Rentals, Visa Requirements etc) as and when requested. Provide travel itineraries accordingly. Travel return administration, approvals and routing.
• Accurate typing and editing of documents for general correspondence purposes.
• Maintain up-to-date records of queries and direct accordingly for problem solving.
• Maintain updated contact list.
• Coordinate and report on staff daily check in’s, office space availability and planned leave.
• Printing room coordination: Printing and Binding, meter readings & management of supplies.
• Provide support to meetings like making coffee / tea, arrange catering, booking, and preparing of conference rooms.
• Manage conference room bookings for DIRISA.
• Building access control and keys.
• Control and coordinate office inventory budget and procurement processes by restocking supplies (Stationery/ Consumables etc ) and placing purchase orders.
• Log Calls on behalf of team for maintenance and IT related problems.
• Assist Project Managers with administration activities.
• Be the primary point of contact for visitors.
• Control and assistance with audits of secure storage media.
• Environmental Health and Safety participation, support and administration.
• General staff support - Training Request, Log calls for building maintenance and IT related problems, obtaining quotes, submitting requestions etc.
• Provide other administrative support as required from time to time.

Qualifications, Skills And Experience

• A National diploma in business administration or equivalent NQF Level 6 qualification, with at least two years’ experience as a secretary or Personal Assistance to a Manager with a team dynamic;
• Proficient in the use of Microsoft office Suite and Open Office.
• Advanced internet search engine skills (Google, internet explorer, etc).
• Ability to work as part of a multi-disciplinary team.
• Ability to always maintain highest level of confidentiality.
• High level of professionalism.
• Excellent organising skills.
• People Skills.
• Ability to multi-task and work towards multiple deadlines.
• All international qualifications require an evaluation report / certificate issued by the South African Qualifications Authority (SAQA).

Closing Date: 21st, July 2022