Secretary at IDC

Qualification and Experience

Qualifications:

• Matric
• Relevant Diploma

Knowledge and Experience:

• 2 to 5 years proven Secretarial and Administration experience.
• The following computer skills and knowledge of office software packages are essential: MS Word; PowerPoint; Excel; Outlook
• Knowledge of SAP will be an added advantage

Roles and Responsibilities

Financial / Shareholder Returns

• Process the department’s expenditure and / or invoices
• To process financial travel claims and provide support for travel related enquiries.
• To process VAT invoices for payment and follow up with financial management department on outstanding VAT invoices by email and/or telephone;
• To assist the team by ordering stationery and other office supplies;
• To monitor usage to avoid wastage that might culminate to “fruitless expenditure” in respect of the LSD; and
• To perform duties within the financial and budget guidelines, record-keeping of accounts of the LSD.

Internal / Operational Processes

• Receives and screens telephone calls and resolves basic queries;
• Schedules and arranges conferences and meetings for the members of the team (as and when requested by the manager and/or team member(s);
• Arranges travel for the members of the team (including ensuring proper scheduling of transportation arrangements and making hotel reservations);
• Maintains the team’s filing system (opening, closing and arching of files);
• Determines the need for, requisitions of stationery supplies, and/or ensures the repair and/or report of any faulty printing machines as soon as becoming aware of the fault;
• Organises diaries, appointments and arranging meetings.
• Creates, transcribes and distributes cluster and/or departmental meeting agendas, minutes and work related reports in accordance with the LSD’s style and format (as and when required); and
• Maintains and manages the LSD subscriptions with various professional bodies as may be required from time to time.
• To assist the team with the preparation of legal agreements (including preparation of amendments to legal agreements and non-disclosure agreements);
• To attend to all typing needs of the LSD in relation to any legal documentation (applicable from time to time);
• To be a general administrative support to the team (in line with the LSD’s systems and procedures), including dispatching of legal agreements to clients,
• To follow-up with clients regarding signature of legal agreements;
• To update SAP daily on the status of signature of legal agreements;
• To attend to the circulation for signature and witnessing of legal agreements on behalf of the Corporation;
• To facilitate instructions to external attorneys (for bond registrations and/or cancellations):
• To attend to photocopying, faxing, mailing, dispatch, and/or receiving of legal documents on behalf of LSD;
• To attend to the filing of originally signed legal agreements with the Corporation’s records department;
• To proofread and correct prepared materials for correct grammar, spelling, punctuation, format and syntax in respect of all legal agreements and related documents prepared at the LSD prior to sending it out;
• To compose non-standard correspondence (as and when required);
• To prepare presentations from information and guidelines provided by the cluster manager or a team member (as and when required);
• To manage and file legal master templates and legal opinions on the LSD Shared Drive; and
• To facilitate on boarding of new staff members.

Customer Focus & Stakeholder Management

• To attend to general correspondence and liaison with internal and external clients (as and when required);

Learning, Leadership & People Growth

• Manage own development to enhance own competencies
• Participate in knowledge sharing in the team