Team Assistant: Municipal Finance Improvement Programme (MFIP) at Government Technical Advisory Centre: GTAC

REQUIREMENTS :

• National Diploma/ Advanced Certificate (NQF Level 6) in administration, office management, project management or business administration, or any other related field.
• A minimum of 3-5 years relevant administrative and/or secretarial experience, experience in the use of MS Office packages, i.e. MS Word, MS Excel, MS PowerPoint, Internet Explorer, MS Outlook, strong computer literacy and administration skills, experience in English business writing skills and minute taking, experience in management of logistics relating to meetings, project management skills will be an added advantage.

DUTIES :

• Diary and meetings administration; Administer appointments and meetings schedules including setting up and confirming meetings, updating diaries of Directors, notifying relevant staff members of daily meetings schedule. Administer meeting arrangements including confirming meeting arrangements, such as meeting rooms, parking, presentation aids, and catering and refreshments where required.
• Preparing, distributing and processing meeting invitations, directions and agendas, assisting with the compiling and distribution of meeting packs, arranging security and transport for delegates from other government and international institutions. Administer meeting minutes including taking, typing up and distributing minutes, following up on decisions arising from meetings, filling and archiving meeting minutes, notes, agenda, and documents.
• Documents and reports assistance and administration: Administer all electronic and hard copy documents such as correspondence, memo’s, agreements and reports including acknowledging receipt of incoming document, notifying priority, and tracking required response and/or handling, following up on deadlines for documents for submission.
• Assisting with the preparation and finalization of documents including, taking and/or transcribing dictation and notes and/or sourcing, obtaining and/or downloading documents as requested (from internet and/or other sources), laying out and typing documents and compiling presentations, proofreading and quality control of documents, effecting necessary changes as requested and finalizing documents, noting the distribution, confidentiality and indexing requirements.
• Produce and distribute documents including, and as required, printing/ copying, packaging and faxing/ delivering/ couriering / posting of hard copies, creating email distribution lists and sending electronic copies. Manage the physical and electronic document tracking and filling systems including indexing, filling, and archiving of documents, conducting electronic data clean ups and backups, handling, document with utmost discretion.
• Client, staff and project teams support: Receive and assist external and internal visitors and staff, assist with the resolution of client and staff and queries, work with and/or as part of the technical project teams when needed to provide administrative and secretarial support, assist Director and/or project manager(s) with the coordination and administration of tasks of relevant projects.
• Telephonic Communication Administration: Facilitate and administer telephonic communication including answering, screening processing of incoming calls, and placing, connecting and record-keeping of outgoing calls. Develop and maintain the MFIP contacts directory. Coordinate telephone accounts for Directors and submit to the relevant parties on a monthly basis.
• Office Administration: Organise and maintain own and common business unit areas, process, order and monitor office resource and stationery requests and needs receipt and distribution and monitor, report and ensure equipment and furniture maintenance, cleaning repairs.
• Travel arrangements and claims administration: Administer local (and international travel arrangements) including booking and ensuring receipt of flight, transport and/or car hire, and accommodation documents and/or reference numbers.
• Assist with the preparation of travel packs including the itinerary (contact details, venue directions and transport), travel documents (ticket) and travel support (accommodation details, meeting schedule, travel schedule). Follow up on and organize the preparation and submission of travel reports and reconcile and organize the requisitioning and reimbursement of subsistence and travel claims.