·         The senior administrative assistant is responsible for the general maintenance and support of the Director, development project manager and this IT Division, this includes all general administrative functions, secretarial and organizational functions, co-ordination for all financial budget, expenses and encumbrances, service level agreement, communication and co-ordination with stakeholders with collaborative partners, international and national, systems development and implementations.

·         Diploma/Advanced Certificate (NQF Level 5)

·         2-3 years’ experience in professional office administration

·         Formal training in MS Office 365 (Word, Excel, Powerpoint,), Internet, Mindmap, MS Project, Visio, Oracle/KFS, Nextcloud, record management, POPIA compliance.

·         Understanding of IT Office Environment.

·         Experienced in financial and administrative functions.

·         Good interpersonal and communication skills

·         General business and organizational skills

·         Perform basic mathematical operations with accuracy

·         Detail-oriented and self-starter

·         Strong problem-solving skills

·         Time management skills

·         Strong written and verbal skills

·         Able to work effectively with internal and external clients

 

1.    Administrative functions:

·         Responsible for general, maintenance (report of incidents) and administrative needs of the division including operation of office equipment, scheduling of divisional meetings and events.

·         Orientate new employees to the division environment, policies, and procedures, maintains information on division staff such as but not limited to; leave and back-up matric, birth dates, division diary, communication notes.

·         Support the OHS representative and division on standard operating procedures

2.    Secretarial duties:

·         Responsible for general secretarial functions for the division director which includes diary management, general enquiries, electronic filling, arrangements of appointments, meetings, workshops.

·         Travel arrangements and claims and itineraries.

·         Handle general enquiries from staff, public and receive visitors. Perform ad hoc administrative tasks as assigned by superior for the general function of the division

3.    Logistic administration:

·         Perform procurement tasks as required, including physical office logistics, arrangement of travel & accommodation during workshops, conferences, visitors, organisation of equipment for meetings & functions, etc.

·         Ensure operation of equipment by completing preventive maintenance requirements; calling or logging incidents for repairs; maintaining equipment inventories; evaluating new equipment and techniques and acting as the asset controller.

·         Support the building OHS representative

4.    Financial Administration:

·         Responsible for reviewing and timely payment of all support contract monthly invoices, preparing all financial procurement tasks, ordering of operational and capital purchases, aligning financial procedures to financial policies and procedures and co-ordinating all divisional payments, ad-hoc claims and payments.

·         Collecting data for budget planning and assist in monitoring divisional budget.

·         Responsible for the reconciliation of budgets and expense accounts

5.    Filling and Records-management:

·         Maintain and update digital filing platform, inventory, mailing, and database systems.

·         Compile and file digital records of office activities, business transactions, and other activities according to prescribed records management system.

·         Review files, records, and other documents to obtain information to respond to requests

6.    Service Level and License administration:

·         Supports the division director in follow-up of renewal and signing of Service Level agreements of external support contracts, renewal of License contracts before due dates according to audit requirements, scheduling of monthly SLA meetings, and collecting data from support groups for SLA meetings, prepares, draft and distribute agenda and minutes of SLA meetings. Collecting timesheet information and distribution to the relevant teams.

·         Reconcile the alignment of SLA payments and expenses

7.    Project office administration:

·         Supports Program Manager and Project Managers by performing routine or repetitive tasks.

·         Scheduling of all project meetings, Prepares or maintains reports, records, logs, minutes, agendas and other written communications, collects progress data from project leaders, and distributes project calendars, meeting agendas, and meeting minutes.

·         Administration of the project library

The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.