Secretary: Water Science (4 Years & 5 Months Fixed Term Contract) at Agricultural Research Council

Job Description

Administrative Support

• Provide comprehensive secretarial services, including managing schedules, correspondence, and meeting arrangements for the Senior Researcher, Researcher, and Research Team Manager.
• Maintain effective document management systems for reports, research data, and financial records.
• Ensure compliance with ARC’s administrative policies and procedures.
• Take minutes at all meetings and distribute them timeously.

Project Support

• Assist in the preparation, coordination, and monitoring of project timelines, budgets, and deliverables.
• Liaise with internal and external stakeholders to ensure efficient communication and project progress.

Procurement and Financial Administration

• Facilitate procurement processes, ensuring adherence to South African government policies and regulations.
• Prepare and track purchase orders, invoices, and payments using Sage accounting software.
• Support the preparation of project financial reports and audits.

 Communication and Stakeholder Management

• Manage a centralized stakeholder database, ensuring contact details, correspondence, and engagement histories are up to date.
• Act as the primary point of contact for internal and external communications, ensuring timely and professional responses.
• Coordinate communication with stakeholders, partners, and collaborators on behalf of the team, including drafting and distributing newsletters, invitations, and updates.
• Support the organization of stakeholder meetings, events, and workshops.

General Office Management

• Maintain office supplies and ensure the smooth operation of office equipment.
• Act as the primary point of contact for administrative inquiries and troubleshoot routine issues.
• Handle confidential information with discretion and professionalism.

Personal Assistant Duties

• Manage travel arrangements, including booking accommodations and transport.
• Assist with event planning, including workshops, conferences, and team-building activities.
• Provide ad-hoc personal assistance to the Senior Researcher, Researcher, and Research Team Manager, including managing email and task prioritization.

Job Requirements

• Secretarial/Administration Diploma or Degree.
• Minimum of three (3) years of secretarial or administrative experience.
• Proven experience in bookkeeping and financial administration, including proficiency in Sage accounting systems.
• Knowledge of South African government procurement regulations and processes.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time-management skills with the ability to prioritize tasks effectively.
• Exceptional written and verbal communication skills.
• High attention to detail and ability to manage multiple responsibilities simultaneously.
• Ability to use initiative, be proactive and work independently and /or with the team.
• Familiarity with research environments or scientific organizations is an added advantage.
• Valid driver's licence (Code 8/EB).

CLOSING DATE FOR APPLICATIONS: 26 FEBRUARY 2026