FINANCIAL INTELLIGENCE CENTRE (FIC) SENIOR ADMINISTRATION OFFICER Organizational Unit Financial Intelligence Centre -> State Forensic Capability Job Type Permanent Education National Diploma / Higher Diploma or equivalent Career Level Skilled Location Pretoria - Centurion, GP 0157 ZA (Primary) Travel 0 - 10% Desired Race Not Applicable Desired Gender Not Applicable Closing Date 5/9/2024 Job Description JOB PURPOSE To provide a wide range of administrative and general support duties to a division and management. KEY PERFORMANCE AREAS General Administrative Functions: • Provide overall administrative support to the office. • Offer basic technical assistance to address IT and logistical needs. • Ensure all office equipment is operational, report faults for corrective actions. Document and Correspondence Management: • Maintain filing systems in compliance with the Record Management policy. • Handle post and respond to internal and external email inquiries. • Draft and send standard correspondence. • Scan, photocopy, and collate documents and mailings. • Arrange for documents to be scanned, printed, and manage bulk printing requirements. Inventory and Asset Management: • Monitor stock levels of essential items (e.g., stationery, paper, toner) and handle ordering and storage in line with FIC policies. • Support asset management activities, including allocation, movement, and verification. • Liaise with suppliers, maintain professional relationships, and ensure timely interactions to support contract renewals and updates. Staff Development and Support: • Follow up on staff learning, professional memberships, and development/training interventions. Secretarial and Meeting Support: • Assist with the organisation of meetings, workshops, and other events for the division(s), including booking venues (internal/external), preparing minutes, arranging refreshments, parking, and ICT equipment. • Perform general administrative and secretarial duties, including drafting and typing letters, memos, and other documents, and providing feedback in relevant meetings. • Report on outstanding action items and issues arising from meetings that require attention. • Provide effective administrative support in capturing and processing stakeholder requests, acknowledging them, and updating and finalizing matters on electronic systems. Information Dissemination and Records Management: • Disseminate information and reports promptly upon request. • Assist in updating, reporting, and maintaining statistical records as per stakeholder/client expectations and timelines. • Facilitate and arrange memberships, conference, and training attendance. • Update and maintain internal databases, such as the authorized officer database and related correspondence. Financial and Procurement Management: • Allocate, monitor, and provide feedback on divisional budget and procurement processes, ensuring alignment with policy. • Manage financial/budget, asset, and contract support, including recordkeeping of financial documents. Travel Arrangements: • Arrange domestic and international travel and accommodation in line with FIC policies, ensuring effective administration of travel requirements. General Duties Staff Onboarding and Training • Assist with the onboarding of new staff, including orientation and training on administrative processes. • Provide professional support and advice to the division/FIC as required. Supervision and Task Allocation • Assign work to support staff and provide input on their performance. • Coordinate clerical and secretarial functions and manage ad hoc tasks as assigned. Health and Safety Coordination • Coordinate the implementation of the FIC’s health and safety policy and risk-related actions within the division. • Liaise with relevant stakeholders as needed to ensure compliance and safety. Project and Initiative Support • Provide administration support to organizational initiatives and projects relevant to the division. • Provide input on contracting, supervision, and performance evaluations for subordinates, including coaching and mentoring. General Administrative Support • Perform any other duties as required, providing general administrative support to ensure the smooth operation of the division. EDUCATION, SKILLS AND EXPERIENCE • Diploma in office administration or related field • Minimum of 5 years support and administration • Well organised, able to work with minimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities • Intermediate to advance Microsoft Office Skills and understanding of the use of the technology and processes related to the position. • Demonstrated attention to detail and strong administrative skills • Proactive and professional with the ability to multi-task. • Computer literacy – standard to advanced computer literacy (word and excel) APPLY TO THIS JOB
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