Reception
- Manage the reception area
- Manage telephone system including taking telephonic messages and circulate them
- Directing visitors and handling packing vouchers for them
- Maintain excellent standard at the reception area
Meeting Coordination
- Set up meetings and manage all correspondence relating to diary management and scheduling of meetings accordingly
- Proactively monitor and appropriately manage responses to all meeting invitations
Travel Administration
- Act as a travel coordinator and liaise with the contracted travel agency
- Make travel arrangements for staff and the manager, i.e. transport, accommodation and flights
- Ensure adherence to travel policy guidelines in terms of class of travel and types of accommodation
Correspondence, records and documentation management
- Maintain an effective filing system for ease of tracking and retrieval of documents
- Develop a database of contacts and update regularly to ensure that the information is current
- Handle all incoming and outgoing correspondence
- Establish and maintain an efficient and effective correspondence and document management system
Procurement
- Preparation and submission of requisitions for purchase orders and invoices
- Sourcing of quotations via the Request for Quotation process
- Raise purchase orders for required services and request authorisation from Manager prior to forwarding to Supply Chain Management
- Keep track of orders issued and the receipt of purchased goods, invoicing and payments
- Ensure compliance and adherence to CGS procurement processes
Finance Management (Learning and Development)
- Obtain costing information for events to assist Business Unit manager in budgeting and forecasting
- Receive cash/cheque payments from clients, issue invoices and cash receipts and fill in a deposit control register sheet after every cash/cheque payment
- Process Subsistence and Travel claims for the Business Unit Manager
- Application of standard procedure for all financial transactions to ensure compliance to policy and the Public Finance Management Act
People management
- Compile and submit own Personal Development Plan
- Participate in relevant and application training courses and workshops
KEY PERSONAL ATTRIBUTES AND REQUIRED SKILLS:
- Ability to exercise discretion in dealing with confidential and sensitive matters
- Confident and able to work on own initiative with limited supervision
- Excellent verbal and written communication
- Team work and collaboration
- Problem solving and report writing skills
- Good telephone etiquette
- Team player
- Attention to detail
QUALIFICATIONS AND EXPERIENCE:
- Grade 12;
- National diploma in administration, or equivalent.
- 3-5 years working experience in Office Administration and/Secretarial duties
- Experience and understanding of general administration and office support
- Must be computer literate in MS Office
- Knowledge of supply chain management process
The Council for Geoscience is committed to Employment Equity and diversity. In accordance with the Employment Equity prescripts, preference will be given but not limited to candidates from under-represented designated groups. Females and people from previously disadvantaged groups and sectors are encouraged to apply.
If you meet the above requirements and wish to apply, click the apply button below.
Correspondence will be limited to shortlisted candidates only. If you have not been contacted within eight (8) weeks after the closing date of this advertisement, please accept that your application was unsuccessful.
All appointments are subject to vetting processes. Appointments are subject to positive vetting results. The processing of your personal information by the Council for Geoscience will be done in accordance with the POPI Act 4 of 2013.