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    Executive Secretary-Transnet - Johannesburg, South Africa - Jobking

    Jobking
    Jobking Johannesburg, South Africa

    1 week ago

    Default job background
    Full time
    Description
    This advert is open for application by external applicants.

    Equity Statement :
    Preference will be given to suitably qualified Applicants who are members of the
    designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating
    Division.

    Applicants that are interested in applying for any of the advertised positions must apply by registering on the Careers section
    of the Transnet Internet. Please take care in completing all required details on the profile, and then apply for the position.

    Alternative Application Methods:
    (Completed Curriculum Vitae to be submitted)


    Post :
    E-mail :


    Fax :
    It is the responsibility of the applicant to ensure that HR has received the application
    before the closing date of the advertisement.

    Note:
    if you have not been contacted within 30 days of the closing date of this advertisement please consider your
    application as unsuccessful.

    Any questions regarding the application or recruitment process should be sent in writing to
    JEANETTE..NET.

    We urge all our employees, clients, members of the public and our suppliers to report any kind of fraud or corruption at
    Transnet.

    Call the hotline toll free number:
    or email -Operating Division : Transnet NPA


    Position Title :
    Executive Secretary


    Employee Group :
    Permanent


    Department :
    Port Operations


    Location :
    Johannesburg


    Reporting To :
    Chief Operations Officer


    Grade Level :
    G


    Reference Number :

    Position Purpose :
    Ensuring effective operational functioning for the office of the Chief Operating Officer by administering all submissions,

    correspondence received, required responses, managing and maintaining all administrative processes. Ensuring a high level

    of confidentiality and discretion.


    Position outputs :
    o Manage the effective administration for the office of the Chief Operating Officer through the following (not all inclusive):

    Maintaining of an efficient document management, control and tracking system,

    Proactive diary management,

    Meeting scheduling, venues / VC arrangements,

    Coordination of traveling and subsistence arrangements (including financial arrangements regarding international travelling

    which also includes account reconciliation and exchange rate control).

    o Responsible to manage Cost / expense control according to budgets, investigate deviances and provide necessary

    feedback to COO (including proactive corrective measures if/when required).

    o Responsible for Departmental Budgetary composition, arrangements regarding meeting with Boards / board

    sub-committees, external companies, relevant stakeholders to COO etc.

    o Ensure successful inter-departmental relationships.

    o Prepare presentation packs (as and when necessary).

    o Suggests policy changes in order to streamline department operations

    o Completes the COO`s reports which requires input from all departments and is presented to ELT.

    o Provides transcription and dictation of OD ELT meeting minutes.

    o Gather, collate, analyse / evaluate and summarise information into an acceptable format for usage by strategic Managers.

    o Conduct research on subject matters relevant to the portfolio, eg.

    introducing new concepts, technology and best practices for office management

    providing credible information regarding competitors, market trends, product analyses, etc

    o Management of the COO' s schedule
    o Manage and / or refer queries in the absence of COO.

    o As an expert regarding office management systems, processes, procedures and control measures, the job holder also

    assist lower level of secretarial positions in the implementation of office best practices.


    Qualifications & Experience :
    Executive Secretarial National Higher Diploma

    • 8 years applicable experience.

    Competencies :

    Knowledge required:
    Detailed knowledge of policies, procedures, principles, standards & processes (Governance, Delegation of Authority,
    Procurement, Compliance etc.)
    Extensive knowledge in MS Office and Windows in particular.
    SAP R3 knowledge.
    Ability to work under pressure and meet deadlines
    Ability to work with tact and discretion
    Archiving and filing systems
    Attention to detail
    Excellent planning and organizing skills
    Exceptional communication skills (written and oral)
    Excellent time management

    Skills Required:
    Exceptional communication skills (written and verbal)
    Specific knowledge regarding the Discipline (e.g. Human Resources, Finance, Supply Chain etc.)
    Financial Analysis skills
    Project Management skills
    Conflict management skills
    Facilitation and negotiation skills
    Report writing skills
    Interpersonal skills to engage stakeholders at different levels
    Analytical thinking
    Conceptual thinking
    Strong ethics.

    Apply Here
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