Secretary - Administrator at IDC

Qualification and Experience

• A Secretarial or Administration National Diploma or equivalent
• Qualification in Supply Chain Management will be an added advantage
• 2-5 Years prior administrative or secretarial experience;
• Ideal candidate to have procurement or finance background with the ability to administer day-to-day business admin & project management
• Prior experience in a procurement administrative environment would be an added advantage
• Understanding and knowledge of the public procurement process would be an added advantage
• Knowledge and experience of the following systems: MS Word, PowerPoint, Excel, Outlook, SAP, SharePoint and Docupedia
• Understanding of the SAP system in relation to Purchase Orders and Vendor Creation
• Ability to think independently/laterally and have a logical approach to problem solving;
• Good communication skills and a ‘hands-on’ approach are required
• Displays ethical behavior and maintains personal and professional integrity
• Ability to operate in a multi-tasking and demanding environment
• Ability to respond to new demands and evolving requirements within the department

Roles and Responsibilities

Administrative Functions:

• Provide project management support to ensure effective delivery of projects and/or initiatives of the department
• Assist in the preparation of EXCO and Board reports and ensure timely submission
• Coordination of all deliverables by the Head and the Management Team
• Assisting with budget tracking and processing the department’s expenditure and or invoices
• Provide general administration work including typing reports and presentation slides
• Assisting with data interpretation/ analysis to ensure effective reporting and presentations
• Ensure timely preparation for Procurement Committee (PC)
• Assist the Head in implementing and enforcing policies and procedures

Secretarial Functions:

• Provide secretarial support to the Head and team members
• Addressing queries from the team and clients, and providing support and solutions
• Receive, direct and relay telephone and email messages and follow up with team members to ensure that it has been actioned
• Manage the Head’s diary
• Assisting with the planning and execution of departmental events, such as management meetings, team engagement sessions and team-cohesion activities etc
• Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia and the SharePoint
• Making travel arrangements and processing claims for the Head and team members (as required)
• Requisition of stationery
• Facilitate maintenance of office equipment
• Facilitate the on-boarding of new staff members joining the team
• Maintain an updated contact list for the department