Administrative Officer: Africa Centre for - Stellenbosch, South Africa - Stellenbosch University

Stellenbosch University
Stellenbosch University
Verified Company
Stellenbosch, South Africa

2 weeks ago

Thabo Mthembu

Posted by:

Thabo Mthembu

beBee Recruiter
Description
Duties/Pligte

Providing administrative, secretarial, and personal assistant support to the Director, including:

  • Helping with, as well as planning and scheduling, the Director's electronic diary;
  • Managing all telephonic enquiries on the Director's behalf;
  • Maintaining an effective electronic filing system;
  • Collecting and preparing information for management meetings;
  • Receiving visitors to the ACS.

Administrative and financial support for the ACS in general:

  • Compiling monthly financial reports for ACS meetings;
  • Compiling travel budgets and coordinating submission thereof;
  • Coordinating general routine document and report submissions;
  • Updating and maintaining the ACS annual calendar;
  • Assisting with arrangements for visits and travel for the Director;
  • Administrative support for ACS programmes and staff as and when required (e.g., additional support for events, and travel arrangements);
  • Arranging internal and external meetings;
  • Handling reports, minutes and correspondence arising from meetings, as well as coordinating followup actions;
  • Coordinating reporting requirements and deadlines for ACS colleagues.

Communications and presentations:


  • Liaising internally and externally (nationally and internationally);
  • Assisting with PowerPoint presentations (e.g., formatting and creating), reports and documents;
  • Establishing and maintaining accurate electronic databases, as well as distribution and contact lists;
  • Coordinating, collating, and submitting information and updates for the general website of the ACS.

Verskaf administratiewe, sekretariële en persoonlike bystand aan die Direkteur, wat die volgende insluit:

  • Hulpverlening met, sowel as die beplanning en byhou van, die Direkteur se elektroniese dagboek;
  • Bystand met die bestuur van die Direkteur se epos, en die liassering van epos in Outlook
- en SharePoint-lêers;

  • Bestuur alle telefoniese navrae namens die Direkteur;
  • Die instandhouding van 'n doeltreffende elektroniese liasseerstelsel;
  • Die versameling en voorbereiding van inligting vir bestuursvergaderings;
  • Die verwelkoming van besoekers aan die ASA.

Administratiewe en finansiële ondersteuning aan die ASA in die algemeen:

  • Die opstel van maandelikse finansiële verslae vir ASA-vergaderings;
  • Die opstel van reisbegrotings en koördinering van die indiening daarvan;
  • Koördinering van die indiening van algemene roetinedokumente en verslae;
  • Die bywerk en instandhouding van die ASAjaarkalender;
  • Verleen bystand met die reëlings vir besoeke en reise vir die Direkteur;
  • Die administratiewe ondersteuning van ASAprogramme en personeel na gelang van vereistes (byvoorbeeld, bykomende ondersteuning vir geleenthede, reisreëlings);
  • Die reël van interne en eksterne vergaderings;
  • Die hantering van verslae, notules en korrespondensie wat uit vergaderings voortspruit, en die koördinering van opvolgaksies;
  • Koördinering van verslagdoeningsvereistes en sperdatums vir ASAkollegas.

Kommunikasie en aanbiedings:


  • Interne en eksterne skakeling (nasionaal en internasionaal);
  • Bystand met PowerPointaanbiedings (soos skepping en formatering), verslae en dokumente;
  • Skepping en instandhouding van akkurate elektroniese databasisse en verspreidings
- en kontaklyste;

  • Koördinering, samestelling en indiening van inligting, en bywerkings vir die ASA se algemene webblad.
Job Requirements/Pos Vereistes

  • A postschool secretarial or administrative qualification on NQF level 5;
  • At least five years' administrative or secretarial work experience;
  • Experience with organising international travel and knowledge of international travel and its requirements;
  • The ability to draft agendas and compile minutes of meetings;
  • Proven organisational, planning, prioritising, and administrative skills;
  • Impeccable integrity and discretion to work with confidential information;
  • Excellent written and verbal communication skills;
  • The ability to use own initiative and be selfmotivated;
  • Proven ability to work with high attention to detail;
  • Excellent interpersonal relationships;
  • Excellent intercultural skills to work across national and international contexts and communities;
  • The ability to work effectively and professionally under pressure in a calm manner;
  • The ability to work in a team;
  • Capturing financial information on a database and compiling financial reports from the database;
  • Good judgement and problemsolving skills;
  • High level of proficiency in MS Office
  • Word, Excel, PowerPoint, Outlook, MS Teams;
  • The ability to conduct effective online research on various topics.
- 'n Naskoolse sekretariële of administratiewe kwalifikasie op NKR-vlak 5;

  • Minstens vyf jaar se administratiewe of sekretariële werkservaring;
  • Kennis van die reël van internasionale reise, en kennis van internasionale reis en reisvereistes;
  • Die vermoë om agendas en notules van vergaderings saam te stel;
  • Bewese organisatoriese, beplannings, prioritise
More jobs from Stellenbosch University
See all jobs of Stellenbosch University