FINANCIAL INTELLIGENCE CENTRE (FIC) VACANCIES

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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.

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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)
 
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