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

About the job:

The CSIR has a vacancy for a Group Assistant in the Strategic Procurement Unit portfolio. The successful incumbent will ensure the efficient office management of the Group Manager and Strategic Procurement Unit portfolio in general, by providing secretarial and administrative support. This position is based in Pretoria.

Key responsibilities:

Document Preparation

• Prepare documents (letters, emails, minutes) accurately, timeously and in accordance with the specific needs for which the document is required
• Assist with the editing of documents, such as formatting, etc.
• Accurate data capturing

Document Management

• Effective electronic and manual filing of documents, ensuring proper maintenance of records and easy retrieval of documents

• Receiving, registering and management of documents/mail that are delivered to the Group Manager, management team or generally relevant to SPU.

Information sourcing and Reporting

• As and when guided, perform information searches according to defined requirements.
• Assist with the collation of information and data as and when required
• Collate information for monthly management reporting for the offfice of the Group Manager or management team
• Assist management to complete and submit reports
• Ensure timeous submission of required reports

Diary, meeting and events management

• Manage the diary of the Group Manager and the management team as required
• Manage the boardroom diary
• Prepare the boardroom for meetings
• Organise meetings and events according to the needs of the Group Manager (SPU Management meetings; SPU team meetings, etc.)
• Arrange departmental meetings, workshops and information sessions e.g. correspond with clients or managers and provide meeting details, book meeting room, arrange refreshments, provide updates, etc.
• Draft agendas for meetings and/or take minutes for meetings in line with the specific meeting purpose and objective.

General office Management

• Manage relevant SPU spaces and supplies, such as the kitchen, storeroom, dry goods cupboards, tender storage areas, key safe, water fountain and stationery, etc.
• Logging of calls for anything that is impacting the work environment and that must be fixed
• Assistance with relevant and reasonable ad hoc projects in the office
• Arrangement of refreshments for SPU Portfolio / management as and when required

Reception

• Manage reception area and receive all visitors, requirements and documents to Strategic Procurement Unit, where necessary
• Keep reception area clean and presentable

E-procurement

• Manage SPU invoices
• Managing SPU requisitions on relevant systems such as  e- procurement
• Acquire goods for SPU via the official e-procurement system
• Arrange delivery and receipt of goods for the unit’s requirements

Qualifications, skills and experience:

• Three year National Diploma in office management/ administration or similar
• Three (3) years relevant secretarial or administration support experience
• Exposure to supply chain environment might be advantageous
• MS Office Suite
• Excellent Service and Client Orientation
• Problem solving skills and time management skills
• Good communication and office management skills
• Ability to adapt time frames and work under pressure to meet deadlines
• High level of computer literacy
• Ability to exercise tact and good judgement with highly-sensitive information
• Excellent interpersonal, administrative and organisational skills

Closing date: 19 July 2023