Management Assistant A at University of Pretoria/Universiteit van Pretoria

KEY RESPONSIBILITIES:

• To provide administrative and project administration support to the Director of the Department of Research and Innovation and interact with internal and external stakeholders in the area of research, innovation, partnerships and training.

Key responsibilities include: 

• Managing the Director’s diary;
• Making local and international travel arrangements for the Director;
• Sending general correspondence and circulating general notices to the staff members and other stakeholders on behalf of the Director;
• Conducting project administration assistance to the Director;
• Supporting the Director with Human Resource Administration and Management of Contracts and Claims;
• Arranging departmental workshops such as strategic breakaways, DRI team-building sessions, end of year functions, etc.
• Taking minutes during the department-wide meetings and circulating reports for approval;
• Maintaining the staff data-base and ensuring records are available;
• Reporting defective furniture and ordering new furniture via the Department of Facilities Management and from external suppliers;
• Processing payments on the relevant financial system for UP-registered suppliers;
• Creating requisitions and processing invoices for the payments of suppliers on behalf of the Director;
• Coordinating and facilitating targeted ad hoc projects within the Director’s office and as directed by the Director;
• Conducting desktop research on different topics as directed by the Director;
• Performing quality assurance, for compliance purposes, on all documents (letters, memos, reports, etc.) coming into the office of the Director. 

MINIMUM REQUIREMENTS:

• A three-year Secretarial or Office Administration Diploma or equivalent from an accredited institution;
• At least 2-years secretarial and administrative experience; 

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Knowledge of Higher education landscape;
• Knowledge of the Research environment; 
• Technical competency in Microsoft office suite;
• Familiar with enterprise systems; 
• Financial administration for procurement 
• Internet and e-mail skills;
• Great interpersonal skills;
• Great writing skills;
• Very good communication skills; 
• Team player Interpersonal skills;
• Ability to plan, organise and prioritise.

ADDED ADVANTAGES AND PREFERENCES:

• Bachelor’s degree in Administration, Finance, Accounting or Financial Management;
• Certificates in MS Office: Word, Excel, PowerPoint and Access;
• 5 years’ experience as an Administrative Assistant;
• 3 years’ experience in project administration;
• Proofreading and editing experience;