JOB GRADE: C3
Reference Number: 9993122
Acquisition department has a vacancy in the Landward Systems Division for an Executive Secretary. Applications are invited from people meeting the qualifications and experience requirements set out below:
PURPOSE OF THE JOB:
To provide secretarial and administrative support to the Senior Manager and members of the Division and manage the office and office related functions of the Senior Manager, to ensure that services are provided in an effective and efficient manner.
CRITICAL PERFORMANCE AREAS:
Office Administration:
- Maintain office administration systems and processes.
- Maintain office supply inventory by checking stock to determine inventory level; order new stock and verify receipt of supplies.
- Co-ordinate inputs for monthly and quarterly reports and hand over to manager to write reports.
- Monitor operational budget spent per month and inform manager of risk areas and ensure that purchasing is done against the right budget.
- Update and maintain divisional records such as leave, telephone accounts & time & attendance, and report to manager as and when interventions are required.
- Responsible to travel arrangements and S&T for manager and divisional members.
Information Management
- Maintain filing system (electronic and hard copy) in line with the Master Record Structure.
- Enters, retrieves, update information on electronic files as per instruction.
- Sort, open and distribute incoming mail. Locate and attach appropriate files to incoming correspondence requiring replies.
Receive, examine and distribute invoices, faxes, correspondence and place on divisional filing system
- Maintains customer confidence and protect operations by keeping information confidential.
Admin: Secretarial
- Typing and preparing documents, reports, presentations and general correspondence.
- Arrange meetings on behalf of manager and team members.
- Book venue for meetings on behalf of manager and team members:
- Organise and service meetings (produce agendas, take minutes, arrange refreshments) on team / divisional level.
- Prepare and distribute additional documents for meetings.
- Take minutes, distribute minutes of meetings after it has been checked by the chairperson of the meeting.
- Manage diaries and make appointments.
- Prepare presentations on PowerPoint.
Liaison
- Receive and screen visitors and telephone calls, takes messages (telephonically and other), distribute it to the relevant person(s) and assist with queries and/or refer.
- Liaise with staff in other departments and with external clients, service provider’s etc.
General Support
- Photocopy and print various documents, sometimes on behalf of other colleagues.
- Keeps equipment operational by following manufacturer instructions and established procedures.
- Perform ad hoc tasks as and when required.
Process Improvement
- Maintains secretarial knowledge by attending educational workshops; reading secretarial publications and making recommendations for improvements.
Coaching
- Coaching and guidance of managers and members of the team with regard to MS Office Suite.
QUALIFICATIONS:
- Grade 12
- Secretarial Diploma
EXPERIENCE:
- 3 – 4 years secretarial experience.
SKILLS & KNOWLEDGE:
- Departmental functional knowledge and relevant practices
- Office administration
- Armscor practices and procedures
- Protocol.
To apply, send your Curriculum Vitae to Vacancies@armscor.co.za
NB: All applicants must indicate reference number of the position they are applying for in the subject heading.
Short-listed candidates will be subjected to reference checking, verification of personal data and security clearance as part of the selection process. In line with Armscor’s commitment to compliance with the Employment Equity Act, preference will be given to suitable candidates from designated groups. People with disabilities are encouraged to apply.
The closing date for applications is 15 October 2024. Late applications will not be considered.Enquiries: Ms Tshegofatso Mtegha (012 428 2410)