ADMINISTRATION

• Ensure that all purchase, service requisitions and store items are correct before processing on IFS.  Follow-up with buying on progress.
•  Responsible for travel and accommodation bookings.
• Liaise with Finance Division on the processing of S&T allowances, and advances.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Organise quotes and do requisitions for all consumables and assets.
• Perform Secretarial duties for Executive Managers.
• Assist in drafting accurate and professional reports
• Assist in ensuring the timeous collation and dispatch of board packs and provide support to members and invitees
• Coordinate and organise meetings, and board-related events, ensuring all logistics are seamlessly executed
• Undertake any ad hoc duties

COMPLIANCE

• Handle sensitive and confidential information with the utmost discretion
• Assist with coordinating the Board Induction
• Maintain and keep an electronic and physical filing system
•  Recording of accurate minutes

MAINTAIN ASSET REGISTER FOR THE CLUSTER

•  Keep records of asset location changes, transfers, and scrapping
• Update Excel version of Asset Register
•  Physically verify assets at required intervals against Excel and IFS versions of the asset list

COLLABORATION

•   Ability to build positive working relationship

QUALIFICATION AND EXPERIENCE 

• National Diploma in Public Administration, Office Management or equivalent 
• Ideal B. Tech in Public Administration, Office Management or equivalent qualification
• 3-5 years Administrative experience
• Computer Literacy in full Microsoft Office programmes, IFS System and Minutes taking

KNOWLEDGE, SKILLS AND ABILITIES

• Corporate Governance
• Adaptability
• Multitasking

COMPETENCY REQUIRED

• An excellent communicator, written and verbal communication
• Professionalism
• Attention to detail
• Confidentiality
• Teamwork and collaboration