Office Administrator: Facilities at Council for Geoscience (CGS)

Overall Job Purpose :

• To provide administrative support and assistance to Business Unit Manager and staff within the relevant Business Unit (BU) in order to enable the achievement of the deliverables for Business Unit.

KEY RESPONSIBILITIES:

Business Unit Administration and Office Support

• Rendering of effective administration and office support services.
• Act as first point of contact for internal and external clients and contacts via telephone (call handling) and electronic email
• Coordinate map sales and stock control.
• Maintain an effective filing system for ease of tracking and retrieval of documents
• Coordinate approval processes and tasks for other departments and sections
• Coordinate maintenance of the office infrastructure and condition
• In consultation with the Manager, draft correspondence on behalf of the Region Business Unit
• Prepare and type correspondence, minutes, reports, and other documents as required
• Prepare PowerPoint Presentations as and when required
• Coordinate parcels, for courier and mail services including preparing, booking and tracking of parcels

Reception

• Manage the reception area
• Manage telephone system including taking telephonic messages and circulate them
• Directing visitors and handling packing vouchers for them
• Maintain excellent standard at the reception area

Meeting Coordination

• Set up meetings and manage all correspondence relating to diary management and scheduling of meetings accordingly
• Proactively monitor and appropriately manage responses to all meeting invitations

Travel Administration

• Act as a travel coordinator and liaise with the contracted travel agency
• Make travel arrangements for staff and the manager, i.e. transport, accommodation and flights
• Ensure adherence to travel policy guidelines in terms of class of travel and types of accommodation

Correspondence, records and documentation management

• Maintain an effective filing system for ease of tracking and retrieval of documents
• Develop a database of contacts and update regularly to ensure that the information is current
• Handle all incoming and outgoing correspondence
• Establish and maintain an efficient and effective correspondence and document management system

Procurement

• Preparation and submission of requisitions for purchase orders and invoices
• Sourcing of quotations via the Request for Quotation process
• Raise purchase orders for required services and request authorisation from Manager prior to forwarding to Supply Chain Management
• Keep track of orders issued and the receipt of purchased goods, invoicing and payments
• Ensure compliance and adherence to CGS procurement processes

Finance Management (Learning and Development)

•  Obtain costing information for events to assist Business Unit manager in budgeting and forecasting
• Receive cash/cheque payments from clients, issue invoices and cash receipts and fill in a deposit control register sheet after every cash/cheque payment
• Process Subsistence and Travel claims for the Business Unit Manager
• Application of standard procedure for all financial transactions to ensure compliance to policy and the Public Finance Management Act

People management

• Compile and submit own Personal Development Plan
• Participate in relevant and application training courses and workshops

KEY PERSONAL ATTRIBUTES AND REQUIRED SKILLS:

• Ability to exercise discretion in dealing with confidential and sensitive matters
• Confident and able to work on own initiative with limited supervision
• Excellent verbal and written communication
• Team work and collaboration
• Problem solving and report writing skills
• Good telephone etiquette
• Team player
• Attention to detail

QUALIFICATIONS AND EXPERIENCE:

• Grade 12;
• National diploma in administration, or equivalent.
• 3-5 years working experience in Office Administration and/Secretarial duties
• Experience and understanding of general administration and office support
• Must be computer literate in MS Office
• Knowledge of supply chain management process