Personal Assistant to the Chief Operating Officer at Mining Qualifications Authority (MQA)

Role Purpose:

• To provide administrative support for effective and efficient coordination and organisation for the Office of the COO.

Key Performance Areas

Personal Assistant duties:

• Manage COO’s schedule / diary and monitor the diaries of all Managers that report to the COO.
• Ensure that Office of the COO always complies with MQA Policies.
• Build relationships with internal and external stakeholders.
• Confirm and/or co-ordinate requirements for specific meetings, interacting with internal departments and arranging venue requirements.
• Maintain accurate, comprehensive, and accessible manual and electronic filing system.
• Verify the accuracy, correctness, and quality of all documents for the COO’s office.
• Maintain an effective contact management system for the COO.
• Perform secretarial services for ad hoc committees as required by the COO.
• Update and submit to COO weekly project monitoring reports for all Operational Units. Plan, procure, implement, manage, and attend all internal or external events inclusive of meetings, workshops, conferences, and promotions as required by the COO.
• Organise both internal and external stakeholder events i.e., invitations, agenda, hospitality, venue, registration of attendees and associated travel arrangements and the administration thereof.
• Responsible for sourcing suitable venues and making suggestions as to appropriate venues. Ensure privacy and confidentiality in the office of COO amendments. Preparation and distribution of relevant meeting documentation.

Corporate Governance:

• Identify internal risks for the COO`s office and implement internal controls and maintain sound administrative and governance services.
• Develop and maintain stakeholder relationships: Manage relations of importance to the COO and act as the initial point of contact for the COO, in his/her absence, assessing priorities and re-directing calls, enquiries and requests as necessary.
• Act as liaison between COO and both internal and external stakeholders.
• Receive and screen communications and provide assistance using independent judgment to determine those requiring priority attention; research and respond to communications as appropriate; Liaise with the delegates of meetings to ensure they are informed of meeting objectives and requirements, Provide information to other departments, stakeholders, committees, government authorities and the public where required. Respond and resolve queries to the satisfaction of the affected parties within the scope of authority and/or responsibility.

Reporting:

• Consolidate and submit the monthly reports of the Senior Management team to the COO.
• Support the COO by ensuring that all the reporting requirements of the COO office are submitted timeously.
• Conduct research, compile data and prepare reports for consideration and presentation by the COO, where necessary.
• Co-ordinate the submissions of Board; EXCO and sub-committees to the COO. Compile quality reports for the COO.

Customer Focus:

• Internal & External Stakeholder Management: Exceed customer expectations by giving all the relevant information, business advice and support to internal and external customers and stakeholders.
• Ensure sound communication with, and participation by, customers and stakeholders through regular contact in appropriate service delivery processes. Collaborate with other business units / teams to ensure a consistent approach with regards to query resolution and approach.

Financial Management:

• Efficiently and effectively manage expense claims and petty cash for COO`s office.
• Maintain initiatives aimed at eliminating waste and reduce operating costs within the area of responsibility.
• Adherence to procurement policies and procedures. Manage the administration budget of the Office of the COO.

Produce quality outputs:

• Ensure alignment of all work process to the required quality standards. Proactively identify continual improvement strategies. Action agreed quality initiatives ensuring that they are aligned to business unit/tasks/processes/systems. Implement corrective actions identified within specified time.

Key requirements: qualifications, experience, and competencies

Qualifications:

• Secretarial Diploma / Diploma in Office Management/ Administration, Business Administration or Equivalent (NQF Level 6).
• Degree or an equivalent NQF Level 7 qualification in above mentioned fields will be an added advantage.

Experience:

• Minimum of 3 years’ relevant experience in the public or private sector or mining sector in a similar role.
• Demonstrable experience of MS Office (Word, Projects, Excel, PowerPoint, and Outlook).

Competencies: Knowledge

Project management.

• Event management. Document management. Contact management. Travel management. Business Writing. Meeting protocol, secretarial skills, in particular committee minute taking and processing.

Competencies:

Skills

• Excellent written and verbal communication skills, with a high level of professionalism. High level of computer proficiency. Analytical skills. Problem solving. Attention to detail. Strong organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment. Planning and organizing skills.
• Competencies: Attributes
• Strong analytical and technical abilities. Results orientated. Resilience. Integrity. Decision-Making. Self-Management. Flexibility and adaptability to handle changing priorities and work independently. Strong interpersonal skills and the ability to effectively work with individuals at all levels of the organization.

The candidate should also be willing to:

• Work under pressure inclusive of longer than normal offices hours. • Work with a variety of internal and external stakeholders. • Travel away from home. • Engage in a lifelong learning process relative to the context of the workplace.

Closing Date:

• 26 August 2024.