NATIONAL DEVELOPMENT AGENCY (NDA) National Development Agency is a Schedule 3A National Public Entity with a mandate for poverty eradication and is accountable to Parliament through the Minister of Social Development. The following positions are available at the NDA:
EXECUTIVE ASSISTANT Purpose 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. Directorate: Office of COO Reports To Executive: Position location: Head Office Peromnes Grade: 10 Number of Direct Reports: None POSITION REQUIREMENTS Minimum Qualification Grade 12 plus a National Diploma in Administration/Office Administration or equivalent Certificate in Computer studies will be and added advantage. Essential Experience Three years’ experience at a senior secretarial level Experience with reception duties Experience with meeting management Experienced Personal Assistant at senior management level. Experience of electronic diary management Knowledge Familiar with administration policies, systems and procedures. Able to use relevant software in particular the MS Office suite of packages. The use of general office equipment Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external 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 Time Management Problem-solving Customer service orientation Interpersonal skills – tact, diplomacy Initiative Flexibility Accountability Strong organisational skills Proficiency in filing and maintaining filing systems Poise MAIN AREAS OF RESPONSIBILITY ADMINISTRATION 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. PROCUREMENT PROCESSING 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 . MEETINGS 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 TRAVEL MANAGEMENT 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) Government Departments
ADMINISTRATIVE ASSISTANT : PMU Description The incumbent will support the Unit / Directorate Manager in relation to diary management, typing and other clerical duties. Additionally, the incumbent will also provide general administrative support to the entire Unit/ Directorate and assist in terms of travel administration, meeting management etc. Directorate: Office of the COO Reports To: Senior Manager: PMU Position location: Head Office Peromnes Grade: 11 Number of Direct Reports: N/A POSITION REQUIREMENTS Minimum Qualification Matric/ Grade 12 plus National Diploma in Office Administration Essential Experience Min 2 years in general administration and customer service Knowledge Basic Office Administration and Management Skills & Abilities Excellent communication skills Problem-solving Customer service orientation Interpersonal skills Flexibility Integrity MAIN AREAS OF RESPONSIBILITY Unit Administration Provide a single point of contact/ reception to the NDA for Unit related services. Provide administration support to the Office of the COO Unit. Manage Unit leave and attendance register. Manage the Senior Manager’s Unit’s diary. Coordinate Unit Reporting E.g. Monthly and quarterly reports Handle procurement processes for the Unit including sourcing required resources and obtaining approvals. Liaise with Supply Chain Officer as appropriate. Facilitate records and document management for the unit. Maintain hard copy and electronic filing system. Assist with the management of Unit procurement and assets Support Administration Create, transcribe and distribute meeting documentation. Arrange meeting logistics Manage Senior Manager’s diary. Render Secretarial support to Departmental meetings Perform general clerical duties to include but not limited to photocopying, faxing, mailing and filing for all Sub-Unit functions. Sign for all packages/deliveries and accept and record all incoming and outgoing information ensuring timely completion and follow-up. Arrange and manage travel and accommodation arrangements for the entire Unit Procurement Administration Handle procurement processes for the department including sourcing required resources and obtaining approvals Load procurement requisitions on the system for the Unit team. Maintain inventory of all equipment, stationery Receive invoices and facilitate for payment. Follow-up on all outstanding invoiced and submitted requisitions. KEY RELATIONSHIP INTERFACES Internal Relationships - other than reporting lines (manager and subordinates). * All directorates and units as support function External Relationships (With Local/Provincial structures and other key parties, specify) Service Providers. APPLICATION DETAILS: A detailed Curriculum Vitae (CV), with three references and a fully completed employment application form, obtainable on www.nda.org.za must be emailed to careers@nda.org.za Correspondence will be limited to shortlisted candidates only. Preference will be given to candidates whose appointment will promote the NDA Employment Equity targets. NB: Use the job reference as a subject line (heading of the email application) Reference no: 2022EAC001 for the first position and the second position Reference no: 2022AAPMU1. 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 regarding these positions, please contact Ms Nonhlanhla Zulu at Tel: 011 018 5523 or Mr Sisanda Nompumza at Tel: 011 018 5622. 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: 25 MAY 2022.
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