Team Assistant: Municipal Finance Improvement Programme

Requirements

A relevant 3-year National Diploma (NQF 6) qualification in Secretarial and/ or Office Administration or related field. A minimum of 2 - 3 years’ experience in an administrative support role. Public service experience will be added as an advantage.

Key Responsibilities

Diary and meetings administration: Administer appointments and meetings schedules including: Setting-up and confirming meetings, updating diaries of Directors, notifying relevant staff members of daily meetings schedule. Administer meeting arrangements including: Confirming meeting arrangements including meeting rooms, parking, presentation aids, and catering and refreshments where required. Preparing, distributing and processing meeting invitations, directions and agendas. Assisting with the compiling and distribution of meeting packs. Arranging security and transport for delegates from other government and international institutions. Administer 44 meeting minutes including: Taking, typing up and distributing minutes, following up on decisions arising from meeting, filing and archiving meeting minutes, notes, agenda, and documents. Documents and reports assistance and administration: Administer all electronic and hard copy documents such as correspondence, memo’s, agreements, and reports including: Acknowledging receipt of incoming document, noting priority, and tracking required response and/or handling, following up on deadlines for documents for submission. Assist with the preparation and finalisation of documents including: Taking and/or transcribing dictation and notes and/or sourcing, obtaining and/or downloading documents as requested (from internet and/or other sources), laying-out and typing up documents and compiling presentations, proof- reading and quality control of documents, effecting necessary changes as requested and finalising documents, noting the distribution, confidentiality and indexing requirements. Produce and distribute documents including, and as required: Printing / copying, packaging and faxing / delivering / couriering / posting of hard copies, creating email distribution lists and sending electronic copies. Manage the physical and electronic document tracking and filing systems including: Indexing, filing, and archiving of documents, conducting electronic data clean-ups and back-ups, handling and document with utmost discretion. Client, staff and project teams support: Receive and assist external and internal visitors and staff. Assist with the resolution of client and staff requests and queries. Work with and /or as part of the technical project teams when needed to provide administrative and secretarial support. Assist Director and/or project manager(s) with the coordination and administration of tasks of relevant projects. Telephonic communications administration: Facilitate and administer telephonic communication including answering, screening processing of incoming calls, and placing, connecting and record-keeping of outgoing calls. Develop and maintain the MFIP contacts directory. Coordinate telephone accounts for Directors and submit to the relevant parties on a monthly basis. Office administration: Organise and maintain own and common business unit areas. Process, order and monitor office resource and stationery requests and needs receipt and distribution. Monitor, report and ensure equipment and furniture maintenance, cleaning and repairs. Travel arrangements and claims administration: Administer local (and international travel arrangements) including booking and ensuring receipt of flight, transport and/or car hire, and accommodation documents and/or reference numbers. Assist with the preparation of travel packs including the itinerary (contact details, venue directions and transport), travel documents (ticket) and travel support (accommodation details, meeting schedule, travel schedule). Follow- up on and organise the preparation and submission of travel reports and reconcile and organise the requisitioning and reimbursement of subsistence and travel claims.

How to Apply

Enquiries

Kaizer Malakoane at Tel No: 066 2507072 Email: Kaizer.malakoane@gtac.gov.za. 45