Office Administrator: Ceos Office

Job Description

JOB PURPOSE AND PROFILE

To provide administrative support to the business unit to ensure the effective and efficient running of the unit and to assist in providing key support to the CETA in the execution of the overall strategy.

RESPONSIBILITIES:

• Manage, coordinate and assist in the administration and clerical support of the departments to facilitate the smooth running thereof.
• Provide effective administrative support to ensure smooth running of the department.
• Coordinate interaction between the department and other departments, management, employees, and other stakeholders.
• Coordinating office activities and operations to secure efficiency and compliance to CETA policies.
• Keep stock of office supplies and place orders when necessary.
• Answer calls and handle enquiries as far as possible.
• Process travel related documents for the department.
• Develop and maintain a filing system and maintain departmental records in line with approved policies.
• Maintain a professional image and climate in the department.
• Keep information confidential.
• Ensure delivery of important documents on behalf of the department.
• Support department with all office administration tasks.
• Ensure compliance with health & safety regulations and policies.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
• Ensure general secretarial work including typing, answering telephones, managing diaries, appointments and arranging meetings.
• Manage the Senior Manager/Manager diary and desk.
• Receive and send correspondence on behalf of the Office.
• Proactively coordinate the pre-planning of trips, including arranging appropriate travel and accommodations, agendas, necessary contacts, itineraries, visas, marketing materials and other necessary preparations.
• Draft and type letters, reports, memos and ensure that all documents are formatted to professional standard.
• Schedule and coordinate Committee meetings and coordinate the necessary documentations and meeting packs.
• Compile, transcribe, and distribute minutes of meetings when required.
• Oversee logistics and preparation of materials for meetings.
• Attend and minute proceedings of meetings as directed by the Senior Manager/Manager.
• Follow up on departmental meeting outcomes, (e.g. resolutions, deliverables, and actions).
• Promptly attentively respond to customer requests within established parameters and time frames.
• Assess or check with customer to ensure solution meets request.
• Receive clients, stakeholders, and guests on behalf of the department.
• Obtain and serve refreshments as required.
• Arrange functions on behalf of the department.
• Ensure that the department adheres to all organizational deadlines.
• Assist with the submission of mandatory reports and information.
• Prepare reports by collecting information for the Senior Manager/Manager.
• Co-ordinate and compile the department’s monthly and quarterly reports. Edits and proofreads reports and presentations.
• Track commitments, report deadlines and manage follow-ups.
• Process all documentation according to CETA policies and procedures as well as document control principals, within specified set time frames to ensure compliance.
• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Maintain quality risk management standards in line with relevant requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the Manager to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
• Contribute to the review and update of the CETA policies and procedures (all staff).
• Prepare and submit to supervisor accurate, complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs .
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Support budgeting and bookkeeping procedures.
• Ensure Supply Chain management process are followed when making the necessary travel arrangements, including flights, accommodation, hire cars, etc. for the Section.
• Assist in the compilation, coordination and verification of relevant invoices and supporting documents for the business unit for submission to the Finance business unit.
• Assist in reduction of wasteful expenditure by assisting the Manager in ensuring that all minor work done by sub-contractors is executed.
• Attendance to development workshops and interventions as per agreed Personal Development Plan (PDP).
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
• Ensure that on-the-job training, learning and development is taking place.
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Supervise, empower, coach and /mentor interns that are assigned to the business unit.
• Attend and address all stakeholder queries timeously and effectively.
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in the area of responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Matric/Grade 12.
• NQF level 6 qualification in a relevant field.
• Secretarial/Office administration qualification or equivalent will be an advantage.
• Minimum three (3) years’ secretarial and or administration experience.
• Outstanding communication and interpersonal abilities.
• Excellent organizational and leadership skills.
• Familiarity with office management procedures and basic accounting principles.
• Intermediate Excel and Power Point Skills.

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.

REMUNERATION AND BENEFITS

Remuneration for this role is a negotiable basic plus benefits package per annum, in line with the CETA Remuneration Policy and the applicable salary scales. A competitive package will be negotiated to attract best candidates.

The appointment will be a long-term appointment linked to CETA licence, subject to satisfactory performance as per Performance Management Policy of the CETA.

PLEASE NOTE

Shortlisted candidates will be subjected to vetting and assessment process by the CETA; with the successful candidates subjected to security vetting.

Please note the following contact details are for enquiries about JOB CONTENT ONLY and NOT for application purposes.

Enquiries: Email: bukiwex@ceta.co.za /louizes@ceta.co.za

The CETA reserves the right to cancel this advert, and / or not to appoint.

CETA will only correspond with shortlisted candidates. If you do not receive correspondence from CETA within 4 weeks of the closing date, please consider your application unsuccessful.

“CETA is committed to providing equal opportunities and practicing affirmative action employment. It is our intention to promote representativity (race, gender, disability) in the organisation through filling of this position and candidates whose appointment will promote representativity will receive preference”.