Personal Assistant to HR Director at Vodacom

Role Purpose

• We have an opportunity available for a Personal Assistant to support the HR Director. The vacancy is based within the Vodacom South Africa HR business unit. The successful incumbent will manage the business administration and project support function within the office of the HR Director and serve as the primary point of contact for this office.

Administrative Support
Your responsibilities in this role will include:

• Real time email management and prioritisation
• HR Director message management and telephone screening
• Guest reception
• Manage and facilitate the HR Director’s calendar to arrange appointments, meetings and conferences
• Review, proofread and edit documents prepared for the HR Director signature
• Ensure that the HR Director is well prepared for meetings
• Devise and maintain office management systems, including data management and filing
• Administrative support during meetings in terms of accurate minute taking
• Document compilation and/or consolidation in line with various submission requirements
• Provide administrative support for the completion of documentation for Board agenda items, Audit Committees etc.
• Co-ordinate reports that may require input from all departments and is presented to the Executive

Budget And Expense Management

• Assist the HR Director with budget OPEX and CAPEX budget administration for their cost centre
• Ensure that expenditure documentation is checked and prepared in accordance with policies and procedures
• Ensure that tax invoices and receipts are collected for payment purposes
• Expenditure to be reconciled in accordance with source and reference data
• Process reconciliations and payments within turnaround time
• Process expense reports
• Budget transfers

Travel Management

• Manage all travel for local and international trips
• Prepare the HR Director’s itinerary for all trips
• Responsible for all travel logistics i.e. visa applications, hotels, flights, meetings, transport, Forex

Event Management

• Event management for all functions hosted by the HR Director’s office for their cost centre
• Responsible for all logistical arrangements for events, conferences, team builds, workshops, seminars etc. which includes:
• Venue booking and preparation
• Confirmation of speakers
• Attendance of delegates
• Preparation of agenda
• Preparation of presentations
• Sourcing promotional items and branded gifts

The Ideal Candidate For This Role Will Have

• Matric - Essential
• Secretarial Certificate / Diploma - Essential

Minimum Of 3 -5 Years Secretarial Experience Which Includes

• A minimum of 1 years’ experience as an PA supporting an Chief Officer in a listed company
• A minimum of 1 years working in a (BU specific) related environment
• Project management experience
• Advanced knowledge of Microsoft Office – Outlook, Word, Excel, PowerPoint, Microsoft Project and Internet - Essential
• Knowledge of office management - Essential
• Knowledge of IT/Telecommunications environment - Advantageous
• Financial administration experience
• Knowledge of SAP EVO - Advantageous
• Project management and project coordination

Job Related Skills

• Excellent administration skills
• Excellent organisational skills
• Excellent oral and written communication
• Ability to pay attention to detail
• Ability to maintain confidentiality at all times
• Ability to work under pressure and meet tight deadlines
• Ability to work independently
• Results orientated and self-motivated
• Forward thinking and proactive
• Ability to execute multiple activities simultaneously

Closing date for this vacancy is 20 November 2020