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FOOD AND BEVERAGES MANUFACTURING INDUSTRY SECTOR EDUCATION AND TRAINING AUTHORITY (FOODBEV SETA)
 
VACANCY ADVERT
 
JOB PROFILE
 
SENIOR ADMINISTRATIVE OFFICER: OFFICE OF THE CFO
Department: Finance
Reference: SAO/06/21
Job Grade: C3
Employment: In line with the SETA license.
Report: Chief Financial Officer
 
Purpose: To provide general Office Management and Administrative Support functions within the Office of the CFO.
 
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Key Performance Areas (KPAs)
Executive Secretarial Functions
  • Review and implement operating practices and procedures in the
  • Executive Office to improve efficiency such as workflow, reporting procedures, or minimise expenditure.
  • Manage and maintain an efficient filing and document management system for the Office of the CFO.
  • Respond to or route priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the CFO.
  • Administer and manage all incoming and outgoing correspondence.
  • Manage and or screen incoming calls and prioritises telephone messages and emails on behalf of the CFO.
  • Prepare reports, memos, letters, and other documents, using MS Office Suite and any other applicable software programs as necessary.
  • Review, prioritize, direct and delegate a wide variety of complex and confidential requests (incoming memos, submissions and Prepare reports, memos, letters, and other documents, using MS Office Suite and any other applicable software programs as necessary.
 
 
Meeting Coordination, Scheduling and Administration
  • Design reminder systems for meetings and remind CFO in a timely manner.
  • Manage the diary of the CFO and prioritize conflicting appointments.
  • Coordinate, schedule and maintain the necessary appointments and meetings for the CFO.
  • Ensure meeting venues are prepared and appropriate equipment and meeting documentation is readily available.
  • Compile information packs for meetings, workshops and presentations and ensure the CFO is presented with the necessary
 
Office Management and Administration
  • Ensure leave forms for Executives and Managers are approved, scanned and filed in a timely manner, and a copy is sent to HR.
  • Review performance plan, scorecard and advise the Executive accordingly.
  • Manage the submissions to the CFO’s Office by ensuring that the submissions tracker is completed accurately.
  • Prepare responses to correspondence containing routine enquiries.
  • Read and analyse incoming memo's, submissions and reports in order to determine their significance and distribute to relevant parties.
 
Qualification/ Experience
A Diploma (NQF Level 6) in Office Management, Finance, Secretarial, Business Administration or equivalent
 
Technical/Legal Certification
  • Driver’s license.
  • Computer Literacy: Working knowledge of MS Office Suite; Excel, Internet and any other applications required to perform duties.
 
Years of experience: 1- 3 year | 2 - 3 years | 3 – 5 years
  • 3 years relevant work experience as a secretary or Personal Assistant to an Executive / Senior Manager or within a Financial Administrative role.
  • A proven track record in Office Management and Administration working with Executives of public entities, processes and systems.
  • Experience in a SETA environment or any public entity would be an added advantage.
 
Behavioural 
Attributes attributes/knowledge/ skills required
  • Innovation
  • Team player
  • Tact
  • Judgement
  • Strategic thinker
  • Proactive
 
Knowledge
  • Act as principal contact point for external stakeholders as directed by the CFO.
  • Knowledge and understanding of the company policies and procedures applicable to the specific work environment to ensure that work outcomes are compliant to the policies and procedures
  • Sound knowledge of the business environment, the relevant role players within the business and their key responsibilities and outcomes i.e. Knowledge of trends in the industry
 
Required Skills
  • Business Communication - Intermediate business communication skills enabling verbal and written communication at all levels
  • Interpersonal - The ability to interact with people at all levels in the organisation
  • Problem solving - The ability to apply the principles of problem-solving techniques and to identify and resolve a problem in the best interest of all stakeholders
  • Analytical - The ability to analyse situations and to arrive at the best possible solution
  • Presentation - The ability to conduct presentations at all levels in the organisation with and without presentation aids
  • Reporting - The ability to accurately give an account of information pertaining to the performance of outputs
  • Planning - Excellent organisational and planning skills, that ensure work is effectively prioritized to meet deadlines
 
Other requirements
  • Required to work extensive hours
  • Required to meet tight deadlines
  • Ensures the confidentiality of SETA materials, records and deliberations as appropriate, or as directed by Senior Management
  • Undertake any reasonable duties as required by the Management
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NB: The job description is a guide of minimum tasks and responsibilities and might change from time to time, depending on the organizational requirements and managerial ad hoc requests.
 
Applications to be sent to recruitment@foodbev.co.za  
 
Closing date: 09 July 2021