Assistant Director: Office of The Ddg - Pretoria, South Africa - Affirmative Portfolios

Affirmative Portfolios
Affirmative Portfolios
Verified Company
Pretoria, South Africa

1 week ago

Thabo Mthembu

Posted by:

Thabo Mthembu

beBee Recruiter
Description

PA (Personal Assistants) ~ Office Management

Pretoria
***:
Assistant Director:
Office of the DDG

Pretoria - R pa

12 Month Fixed Term Contract

PURPOSE OF THE POST:

To ensure efficient and effective management and coordination of the DDGs responsibilities.


Key Areas

Secretarial Support

  • Plan, organise and coordinate the DDG's schedule
  • Schedule meetings and liaise with the individuals to find a mutually suitable date for the appointments
  • Negotiate changes of dates and venues with individuals and organisations to optimise the utilisation of the DDG
  • Screen all calls of the DDG
  • Respond to enquiries by proving the required information

Office administration and coordination

  • Draft memos, submissions etc from the office of the DDG's attaching all relevant documentation, specifying required action, and facilitate processes connected therewith
  • Compiling and updating the inputs for the dashboard on decisions made and make followups
  • Provide secretariat for Programme meetings
  • Compile and coordinates documentation for meetings as required
  • Conduct basic desktop research

Logistical and budgetary support

  • Arrange travelling and accommodation for DDG
  • Arrange for payment of advantages and calculations of S&T expenditure for the DDG
  • Coordinate information on monthly expenditure
  • Reconciling expenditure projection of the programme against actual spending
  • Process petty cash requests and related procurements

Stakeholder liaison and events coordination

  • Maintain calendar of events
  • Coordinating arrangements for workshops, conferences, and other functions
  • Liaise with stakeholders on the planned events
  • Develop and maintain stakeholder database
  • Engage with relevant stakeholders as required

Documents and records management

  • Manage the document tracking system in the programme
  • Keep records of all documents for the programme electronically and manually as required
  • Monitor and update database of the documents submitted to the programme manually/electronically

Experience required

  • Minimum of 3 years' experience in secretarial or administration functions support to senior management

Skills

  • Good communication skills
  • Strong Negotiation skills
  • Administration Skills
  • Event Coordination
  • General Office administration
  • Documents and File Management

Qualifications
Secretarial Diploma or Equivalent qualification
More jobs from Affirmative Portfolios
See all jobs of Affirmative Portfolios