Personal Assistant (SCM) - REF: PERSASSISTANT- JW382/2023 at Johannesburg Water

PURPOSE

To provide administrative support to the Senior Manager: Supply Chain Management Unit.

KEY RESPONSIBILITIES

• Filing of correspondence on a daily basis. Creating new files. Compile and consolidate monthly, quarterly reports, as and when required. Ensure that reports are submitted one week
• before the date of submission by Informing / reminding the relevant managers. Replenish
• stationery as and when required. Reconcile petty cash book on a weekly basis by ensuring
• that receipts are recorded accurately and effectively, as, and when required. Ensure that the
• monthly Cost Centre (CC) reports are obtained from Finance and submitted to Managers.
• Ensure that petty cash float is kept at maximum level. Make national and international travel
• arrangements as and when required – including travel documentation, car hire, conference
• bookings, immunizations and foreign currency. Coordinate office functions/meetings as and
• when required by the Senior Manager: Supply Chain Management Unit. Book venues for
• meetings/presentations on a regular basis. Arrange equipment’s [laptop, proxima etc] for
• meetings or presentations as and when required. Book parking for visitors and the Senior
• Manager: Supply Chain Management Unit when attending meetings outside the office.
• Schedule appointments and meetings – diarize these for the Senior Manager on a daily basis.
• Answer incoming calls, take messages screen, and channel the calls to the relevant personnel
• on a daily basis. Attend to queries and complaints received from customers, Councilors, public
• and internal staff where possible or divert calls to relevant officials. Capture and process invoices on SAP, as and when required. Obtain a monthly telephone summary from IT for the department.

JOB REQUIREMENTS

Essential qualifications and experience:

• Grade 12 (NQF 4)
• 6 months secretarial certificate
• 2 years’ experience in secretarial environment.
• Experience in Microsoft Office packages