Fresh Job Vacancies at MIBCO

Position Short Description

This role will play a critical role in handling the daily organizational and administrative duties for a General Secretary at MIBCO as well as two Executive members. The primary responsibility to start with, will be acting as a first point of contact for callers, attending to emails and phone calls by responding, passing on messages or highlighting them for General Secretary’s attention. Managing diaries and organizing meetings and appointments, getting quotations and invoice payments, reconciliation of corporate card, venue bookings, events arrangement and often controlling access to the General Secretary.

Duties and Responsibilities

• Calendar Management: Organizing and managing the executive's schedule, including scheduling meetings, appointments, and events. This often involves coordinating with other team members or external parties.
• Travel Arrangements: Making travel arrangements such as booking flights, accommodations, transportation, and handling any necessary visa or passport arrangements.
• Communication Management: Screening and managing incoming calls, emails, and other correspondence. They may draft responses, prioritize messages, and ensure that important communications are brought to the executive's attention in a timely manner.
• Administrative Support: Providing general administrative support such as maintaining files and records, preparing documents and reports, and handling expenses and reimbursements.
• Meeting Coordination: Assisting with the preparation for meetings, including compiling agendas, preparing materials, and taking minutes. Follow up on action items and ensure that deadlines are met.
• Relationship Management: Building and maintaining relationships with key stakeholders, both internal and external to the organization. This may involve acting as a liaison between the executive and clients, parties, and employees.
• Research and Information Gathering: Conducting research on various topics as needed, compiling information, and preparing summaries or briefs for the executive's review.
• Project Management: Assisting with project coordination and tracking progress on various initiatives. This may involve coordinating with other team members, tracking deadlines, and ensuring that tasks are completed on time.
• Confidentiality and Discretion: Handling sensitive information with discretion and maintaining confidentiality on matters pertaining to the executive and the organization.
• Problem Solving: Being able to anticipate problems and proactively address them, as well as being resourceful in finding solutions to challenges that arise.
• Tech Savvy: Proficiency with various software and tools, such as Microsoft Office suite, calendar applications, project management software, and communication platforms.
• Adaptability: Being flexible and adaptable to changing priorities and situations and being able to multitask effectively.
• Gatekeeping: Screening visitors and calls to determine their priority and relevance to the executive's schedule and responsibilities

Required Skill/Experience/Competencies  

• The ability to effectively manage multiple tasks, prioritize responsibilities, and meet deadlines is essential.
• Excellent written and verbal communication skills are for effective communication with the executive, colleagues, clients, and other stakeholders. This includes the ability to draft professional emails, memos, and other correspondence.
• A personable and professional demeanor for building and maintaining positive relationships with others.
• The ability to identify problems, analyze situations, and develop solutions for handling the challenges that arise in a fast-paced work environment.
• Being detail-oriented to ensure accuracy in tasks such as managing calendars, preparing documents, and coordinating travel arrangement, so attention to detail is crucial.
• Proficiency with various computer software and office equipment for carrying out administrative tasks efficiently. This includes familiarity with word processing, spreadsheet, and presentation software, as well as calendar and email applications. (Successful candidates will be tested before appointment)
• Handle sensitive information and must always maintain confidentiality. Trustworthiness and discretion are essential qualities for this role.
• The ability to adapt to changing priorities, deadlines, and situations in a dynamic work environment and must be flexible and able to adjust their plans and priorities as needed.
• Effective time management to juggle multiple responsibilities and ensure that tasks are completed in a timely manner. This includes the ability to prioritize tasks and allocate time efficiently.
• To serve as representatives of the executives and the organization, so professionalism is essential. This includes dressing appropriately, maintaining a positive attitude, and demonstrating integrity in all interactions.

Requirements

Qualifications Required

• Must have Matric or NQF Level 4
• A qualification in Business Administration, Executive Secretary, Legal or related field.
•  Minimum of 5-10 years of experience in Executive Assistance role
• Microsoft Office Certificate (optional)

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Duties and Responsibilities

• Inspect and review invoice related information to be correct before payment.
• Ensure timeous authorization of invoices by managers.
• Capture / process on Sage X3 invoices daily.
• Perform monthly creditors’ accounts reconciliations and when needed.
• Ensuring reconciling items are resolved within one month.
• Manage the creditors, master data, records, and filing (data storage)
• Capturing payments on Standard Bank online weekly
• Controls and effects all creditor payment (full function) on Financial System and CATS (ensuring that the payments are interfaced to the accounting system and reconciled).

Required Skills & Competencies

• Verbal and written communication skills
• Ability to withstand pressure and meet deadlines.
• Must always be diplomatic and assertive.
• Ability to work independently and use initiative along with problem solving abilities.
• Ability to build strong effective relationships with colleagues and management.
• Must be a good team player and achieve objectives as set out by the supervisor.
• Must be meticulous in conducting tasks/instructions etc.
• Must have good interpersonal and telephone etiquette skills.
• Must have good analytical skills with attention to detail.
• Must pay attention to details.

Requirements

Minimum Qualifications & Requirements/ Experience

• Must have Matric (standard 10)
• Must have post Matric qualification preferably in Financial Accounting or Financial Management.
• Minimum of two years’ experience in Accounts Payables and preparing monthly reconciliations.
• Above average verbal communication and listening skills.
• Computer literate, and SAGE X3 or any other accounting package is essential.

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Duties and Responsibilities

• Logs and tracks all enquiries and complaints on the system (first line of support).
• Handles all general and specific telephonic contact.
• Assist walk-in clients
• Conducts preliminary investigations on labour matters.
• Liaises with relevant parties to resolve complaints.
• Provides customer services to members, establishments, service providers and parties via telephonic and other customer contact methods.
• Assist Designated Agents with admin work.
• Ensures service levels and performance is maintained in terms of the national Mibco Mission, Vision and Statement.

Knowledge / Experience / Skills / Abilities

• Ability to withstand pressure and provide the clients/customers with above average services.
• Knowledge of industry collective agreements and Labour Relations Act
• Must at all times be diplomatic and assertive with customers/clients.
• Ability to overcome obstacles, make informed decisions and resolve customer problems.
• Ability to work independently and use initiative along with problem solving abilities.
• Ability to build strong effective relationships with all stakeholders, i.e. existing clients and potential clients as well as internal stakeholders, i.e. colleagues and management.
• Adopt appropriate interpersonal style in achieving task accomplishment, modifying behavior according to tasks and individuals involved.
• Must be a good team player and achieve objectives as set out by supervisor.
• Must be meticulous in carrying out tasks/instructions etc.
• Must have interpersonal and telephone etiquette skills.
• Query resolution skills and in particular labour matters.
• Ability to overcome obstacles and meet targets and deadlines, thereby producing the specified results.
• Knowledge and experience of Funds and Returns (Manual & Online) processing.
• Above average verbal communication and listening skills.
• Customer service orientated behavior towards callers, service providers,

Requirements

Qualifications

• Matric (Grade 12)
• Advance computer literacy
• Labour Relations, Client Services, or any Business related qualification will be advantageous.

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Duties & Responsibilities

• Fixed Asset administration and maintenance of fixed asset register.
• Physical asset verification and asset tagging.
• Monthly reconciliation of Fixed Assets.
• Administration of the Procurement process.
• Engagement with prospective suppliers for tenders and related information.
• Ensure all request for proposal (RFP) comply with MIBCO procurement policy.
• Managing the sourcing of quotes and sending out tenders within stipulated timelines.
• Maintenance of the supplier contracts register.
• Maintaining accurate supplier banking details on SAGE X3.
• Ad hoc task as allocated by team leader or assistant financial accountant.
• General administration and filing of all documents related to the job.

Required Skills & Competencies

• Verbal and written communication skills
• Ability to withstand pressure and meet deadlines.
• Must always be diplomatic and assertive.
• Ability to work independently and use initiative along with problem solving abilities.
• Ability to build strong effective relationships with colleagues and management.
• Must be a good team player and achieve objectives as set out by the supervisor.
• Must be meticulous in conducting tasks/instructions etc.
• Must have good interpersonal and telephone etiquette skills.
• Must have good analytical skills with attention to detail and diligent.

Requirements

Minimum Qualifications & Requirements/ Experience

• Must have Matric (standard 10)
• Must have a post matric qualification preferably on procurement.
• Experience in administration of procurement process.
• Experience in fixed assets administration will be an added advantage.
• Must have excellent communication and listening skills.
• Computer literate, and SAGE X3 or any other accounting package is essential.