Senior Secretary (Office Manager): Office of the Chief Financial Officer at Quality Council for Trades and Occupations (QCTO)

Key Functions:

• Co-ordinate the Chief Financial Officer’s diary and schedule meetings and engagements both internally and externally, and domestically and internationally.
• Co-ordinate the Chief Financial Officer's travel and logistical arrangements including flights, hotel bookings, visas and transfers, requisitions and travel claims
• Arrange meetings for the Chief Financial Officer including venues and catering as required.
• Prepare meeting agendas and circulate them to the required people.
• Record, finalise and distribute meeting minutes to the required people.
• Manage and Administer the Chief Directorate’s plans and activities
• Manage all action plans pertaining to the Chief Directorate
• Collate and consolidate the Chief Directorate standard organisational reports and submissions on behalf of the Chief Financial Officer
• Provide and distribute documentation packs prior to the Chief Directorate’s meetings
• Answer all telephone calls courteously and with speed, performing screening and directing them to the relevant offices, where necessary.
• Draft and send emails and letters on behalf of the Chief Director.
• Maintain a database of any individuals and their contact details that the Chief Director may require to speak to, ensuring speedy connectivity.
• Liaise with external stakeholders as required for information and planning
• File, register and track all documents.
• Draft and prioritise all correspondence timeously, finalise memos and letters before acquiring signature by the Chief Financial Officer.
• Maintain an efficient filing and document control system for the Chief Directorate.
• Source information as requested.
• Act professionally as the contact person of the function.
• Attend and actively participate in all meetings as required.
• Assist the Chief Directorate’s colleagues as required.
• Coordinate filing of Finance and SCM documents on SharePoint

Additional Functions:

• Capture/review supplier payments
• Reconciliation of travel management accounts
• Participate in the quarterly physical verification of organization assets
• Co-ordination of Bid Committee Meetings
• Issuing of supplier’s RFQs and Purchase Orders
• Management of contracted service providers

Job Requirements

• A minimum of three (3) years Occupational Qualification, National Diploma, or bachelor’s degree (Minimum   NQF Level 6) in Business/Secretariat/Administration /Finance/SCM Management
• A minimum of 3 years’ experience as an executive personal assistant. 
• Must have advanced knowledge and experience of Microsoft Office (Word, Excel and Power Point, Share Point) 
• Report writing and minutes taking.
• Experience in office management
• Knowledge and experience in the Public service and QCTO mandates and strategies, education system and pedagogy, Post school education framework, Relevant Government wide legislation, Legislative prescripts, e.g. National qualifications Framework Act, Skills Development Act and National Skills Development Strategy III 
• Experience in SCM and Finance will be an added advantage
• A valid driver’s license.

Skills Required:  

• Decision Making
• Interpersonal, Planning and prioritising
• Business writing 
• Telephone etiquette
• Time Management 
• Customer Services