Office Manager - (482) at Financial Intelligence Centre (FIC)

KEY PERFORMANCE AREAS

Include management and leadership responsibilities for work team leaders

• Provide the Office of the Head: HR with support in her/his duties, responsibilities and powers.
• Organise and prioritise critical issues and required information for the Head: HR to facilitate efficient decision making.
• Assist the HR Business unit (unit) with the co-ordination and administrative tasks of relevant HR projects/initiatives as may be determined from time to time.
• Prepare meeting agendas and document packs and distribution for management and related meetings.
• Attend , manage and take minutes for meetings commissioned by HR: Head including external meetings.
• Manage the Head: HR diary and related meetings.
• Action and facilitate the implementation of meeting decisions through engaging the relevant stakeholders.
• Manage and control correspondence and documents indexing and filing as well as records classification, management, and disposal in line with FIC policies.
• Assist in development and maintenance of processes and systems to streamline activities within the HR unit.
• Provide knowledge and advice to Office of the Head: HR and HR unit relating to governance and administration operational aspects.
• Participate and provide input to HR operational matters.
• Build network of relationships and communicate across functions and external stakeholders to achieve goals and objectives.
• Coordinate and consolidate budget and procurement matters for the unit
• Coordinate input into learning and development requirements for the unit.
• Manage records in accordance with FIC relevant policies.
• Prepare draft reports and submissions and correspondence on behalf of the HR: Head.
• Review and control documents submitted to Head: HR.
• Maintain and manage the assets and resources of the unit.
• Ensure that new staff members have all the necessary furniture, stationery and assets.
• Track, monitor and ensure that the sections within HR comply with all the deadlines, e.g. Financial Disclosures, Performance Agreements, Performance reviews, etc.
• Manage and collate all requests from the AGSA and Internal Audit on behalf of unit.
• Resolve queries and matters with a lot of inter-dependencies.
• Tailor makes solutions to meet the unit’s requirements and ensure that the unit’s requirements are met.
• Maintain and monitor compliance relevant to HR unit.
• Collaborate with administration support staff within HR unit on governance and administration matters.
• Act as a lead worker assigning work to other support staff and/or ensure all the services are provided in accordance with agreed standards.
• Coordinate induction for new staff reporting to Head: HR where necessary.
• Perform any other ad hoc duties as assigned.

EDUCATION, SKILLS AND EXPERIENCE

• Degree in Administration or related (NQF7)
• Minimum of 5 years relevant administration experience in an environment which require confidentiality.
• Demonstrated ability to interact effectively across all levels of the organization
• Demonstrated ability to work collaboratively across the organization
• Effective and action-oriented
• Demonstrated excellent communication skills ( written and verbal)
• Advance skills MS package ( MS Excel, MS Word and MS PowerPoint).