NATIONAL DEVELOPMENT AGENCY (NDA)
The position is responsible for the full administrative and secretarial support to the Directorate Executive and manage the office environment of this Executive Office.
This position coordinates and implement the clerical, record keeping, secretarial and administrative support tasks of the Directorate. The incumbent will assist with the day-to-day running of the Directorate.
The incumbent will handle sensitive and confidential issues in a professional and objective manner. Take initiative as appropriate especially in the Directorate Executive’s absence.
Reports To: Executive
Position location: Head Office
Number of Direct Reports: None
Ability to organize and plan own work.
Excellent attention to detail, with the ability to maintain a high level of accuracy.
A flexible, pro-active approach to work including the ability to prioritize and re-prioritize.
Ability to work on own initiative
Ability to deal with sensitive information with discretion and to maintain confidentiality.
Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint
Skills & Abilities
Strong computer skills including word processing, spreadsheets, graphical presentation and Internet research skills
Human relations skills and understanding people from different cultures
Practical skills such as the ability to set up data presentations
Customer service orientation
Interpersonal skills – tact, diplomacy
Strong organisational skills
Proficiency in filing and maintaining filing systems
MAIN AREAS OF RESPONSIBILITY
Manage, coordinate and maintain calendar of Executive including appointments, meetings and travel.
Responsible for organising of internal and external meetings on behalf of the Executive ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
Provide executive and administrative support to Executive.
Responsible for organising Executive travel and logistics including flights, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
Monitor and respond to incoming communications to Executive’s office including phone calls, emails and walk-ins, ensuring correct department distribution.
Secretarial support for meetings as and when required by the Executive, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting.
Drafting and writing high quality reports and presentations, as required by the Executive.
Communicating important updates and information to NDA Executive Committee and staff as required by Executive.
Structure the NDA’s wide central calendar of events.
Arrange Directorate and Senior leadership events.
Manage the diary (electronic and manual) of the Executive.
Create, transcribe and distribute meeting agendas and minutes for the
Executive’s Office or as requested.
Undertake reception duties for the Directorate including dealing with or referring client queries.
Meet and greet Directorate clients and visitors, and ensure refreshments are served.
Act as the point of contact among executives, employees, clients and other external stakeholders.
Perform general clerical duties to include but not limited to photocopying, faxing, mailing and filing.
Maintain hard copy and electronic filing system
Sign for all packages/deliveries and accept and record all incoming and outgoing information ensuring timely completion and follow-up, i.e. document management.
Ensure the attendance registers for the Directorate is completed on a daily basis and submitted to HR before payroll closure.
Monitoring and co-ordination of project information
Quality assure all letters, reports, memoranda, agendas, minutes and other documents submitted for spelling mistakes and layout as per agreed format
Ensure that no confidential material left lying around – material to be safely stored at all times
All filing to be kept up to date, filing cabinet is tidy and legible
Replenish stationery before any shortages occur
Ensure office equipment is always in working order, plan and organise services for equipment before due dates.
Assist staff in the Directorate with typing, correspondence and presentations including, typing, binding and photocopying, etc. view guides and other documents as required.
Co-ordinate, type and collate the submission of monthly progress reports for the Directorate.
Receive, register and dispatch all incoming correspondence and faxes
Support the Executive with research, abstracts and preparation of information for meetings, projects, presentations and reports.
Assist with the management of workflow and systems in the Directorate
Process all submissions and memoranda, which are received in the Directorate
Monitor the observation of all due dates for submissions and memoranda in respect of the Executive.
Trace files and documents processed in the Directorate.
File all documents in the appropriate filing systems
Assist with programme and project co-ordination by the Directorate.
Provide logistical support and advice for meetings, and workshops for the Executive.
Handle procurement processes for the Directorate including sourcing required resources and obtaining approvals from designated signatories in accordance with procurement policies.
Prepare all relevant documentation for procurement recording.
Create and maintain a filing system for procurement initiated, which must include copies of procurement documents.
Ensure all motivations received have the appropriate approvals and support documents attached.
Attend all meetings as requested, taking minutes at all meetings, ensuring absolute attention to detail with no comebacks or corrections to be made afterwards.
Distribute meeting minutes within prescribed time frames
Follow up and ensure all outcomes of meetings are implemented as per the meeting minutes.
File all meeting minutes for easy retrieval and reference at any point in time
Make all travel arrangements for the Directorate (flights, accommodation & car hire) ensuring accurate travel bookings at all times
Communicate arrangements regarding meetings/functions/conferences to relevant party and that appropriate documentation is distributed prior to travel
KEY RELATIONSHIP INTERFACES
Internal Relationships - other than reporting lines (manager and subordinates). *
NDA Staff and Management
External Relationships (With Local/Provincial structures and other key parties, specify)
Application details: Full Job profiles for these positions are available on the NDA website – www.nda.org.za. A detailed Curriculum Vitae (CV), with three references must accompany the application and a fully completed application for employment form obtainable on www.nda.org.za must be emailed to firstname.lastname@example.org.
Correspondence will be limited to shortlisted candidates only.
Preference will be given to candidates whose appointment will promote NDA Employment Equity targets.
NB: Use the job reference as a subject line (heading of the email application) e.g. Reference no: 2021HQECS01 for the first position. An email without the reference number as a subject/heading will be disqualified. Please ensure that the reference number is written the same way as in the advert.
Failure to submit a detailed CV, fully completed application form and comply with the application instructions above will result in the disqualification of your application.
For enquiries for the position of Executive: Corporate Services please contact Mr S Mlambo at Tel: 011 018 5632 and for Senior Manager: Human Capital Management, Executive Assistant: Office of the CEO and Administrative Assistant: Company Secretary, please contact Ms Nonhlanhla Zulu at Tel: 011 018 5523.
Should you not be contacted within two months of the closing date of this advert, please consider your application as unsuccessful. All candidates will be subjected to personnel suitability checks, qualification verification and competency assessment where required.
Closing date: 15 February 2021