- Published on
INDEPENDENT ELECTORAL COMMISSION (IEC) - EXECUTIVE PERSONAL ASSISTANT TO THE CHIEF ELECTORAL OFFICER (CEO)
INDEPENDENT ELECTORAL COMMISSION (IEC)
EXECUTIVE PERSONAL ASSISTANT TO THE CHIEF ELECTORAL OFFICER (CEO) [REF NO: NO- 250]
Employment: Permanent
Location: National Office
Remuneration: Inclusive remuneration package of R504, 360 per annum
Overview
The Executive Personal Assistant will provide high-level administrative and executive secretarial support and assistance to the Chief Electoral Officer (CEO). The Executive Personal Assistant will report to Chief Electoral Officer.
Responsibilities/Duties
Key performance areas:
● Manage the diary of the CEO and drawing up and synchronizing weekly schedules of diaries of the divisional management
● Manage all correspondence and communication to and from the office of the CEO (e.g. telephonic (including screening of calls), fax, and written communications, including drafting, and dissemination of information
● Assist the CEO with preparing, formatting and distributing information, writing reports, letters and memos, compiling data for reports, creating PowerPoint presentations, transcribe dictation, edit and proof-read documents
● Maintain statutory registers as may be required
● Direct enquiries to relevant DCEOs and senior management and follow up
● Compose documents and keep minutes of meetings
● Co-ordinate meetings, conferences, workshops, and other events for the CEO
● Make logistical arrangements for the CEO (e.g. travel, visa application, catering, and accommodation)
● Administer expenditure and assist the GM in the office of the CEO with preparation of reports
● Raise payment requisitions, and manage all follow-up paperwork
● Ensure a consistently maintained electronic and paper filing systems is in place, enabling tracing of files and filing of documents and submitting claim forms for the CEO
● Compile and maintain a contacts database
● Participate in leave records maintenance and other administrative records required for human resource purposes
● Prepare petty cash, claims, and relevant records and assisting with the control and maintenance of the CEO's office assets
● Host and accommodate all guests and visitors to the office of the CEO and organise refreshments and lunches for visitors, if and when required.
Requirements
● Matric/N3, an appropriate Bachelors' Degree or three year National Diploma in relevant area with a minimum of at least 4 years' appropriate executive secretarial experience on a senior level or matric/N3 with at least 9 years relevant working experience [executive secretarial experience]
● Knowledge and competencies: excellent office administration competencies; computer literacy on Microsoft packages such as Word, Excel, PowerPoint and Outlook, and knowledge of the SAP system will be advantageous
● Must display a high level of professionalism, integrity, confidentiality, initiative and inter-cultural sensitivity
● Exceptional verbal and written language skills with a strong and customer focused approach
● A valid driver's license will be strongly recommended
● Must be able to work under pressure and be prepared to work outside normal working hours
● Understanding of etiquette and protocol is a pre-requisite. Ability to work independently and proactively.
● Raise payment requisitions, and manage all follow-up paperwork
● Ensure a consistently maintained electronic and paper filing systems is in place, enabling tracing of files and filing of documents and submitting claim forms for the CEO
● Compile and maintain a contacts database
● Participate in leave records maintenance and other administrative records required for human resource purposes
● Prepare petty cash, claims, and relevant records and assisting with the control and maintenance of the CEO's office assets
● Host and accommodate all guests and visitors to the office of the CEO and organise refreshments and lunches for visitors, if and when required.
Requirements
● Matric/N3, an appropriate Bachelors' Degree or three year National Diploma in relevant area with a minimum of at least 4 years' appropriate executive secretarial experience on a senior level or matric/N3 with at least 9 years relevant working experience [executive secretarial experience]
● Knowledge and competencies: excellent office administration competencies; computer literacy on Microsoft packages such as Word, Excel, PowerPoint and Outlook, and knowledge of the SAP system will be advantageous
● Must display a high level of professionalism, integrity, confidentiality, initiative and inter-cultural sensitivity
● Exceptional verbal and written language skills with a strong and customer focused approach
● A valid driver's license will be strongly recommended
● Must be able to work under pressure and be prepared to work outside normal working hours
● Understanding of etiquette and protocol is a pre-requisite. Ability to work independently and proactively.
More Information
Suitable candidates must submit their applications for the vacant post to the address as indicate below:
Manager: Human Resources
Fax: 012-622-5219
Email HR@elections.org.za
Closing date for all applications: 18 April 2019.
Please take note that no applications received after this closing date will be considered. Applicants who have not been contacted by 30 June 2019 must consider their applications as not being successful.
Please note
- Applicants for the above position/s should not have a high party political profile.
- Successful candidates will be required to enter into performance contracts.
- Should applicants be in possession of a foreign qualification, it must be accompanied by an evaluation certificate from the South African Qualification Authority (SAQA).
- All applications must include:
- a covering letter that clearly indicates the relevant reference number of the post and your employee number (permanent employees) as it appears on your salary advice;
- a recent, updated comprehensive curriculum vitae; and
- certified copies of all qualification documents and identity documents.
- Failure to attach the relevant reference number and to submit the requested documents will result in the application not being considered.
- Please note that recommended candidates will undergo risk assessments, including inter alia the verification of curricula vitae, all qualifications, criminal and credit assessments and appointments will only be made upon positive verification thereof.
- All appointments are subject to a probation period of twelve months.
- The Electoral Commission will only correspond with short-listed candidates.
The Electoral Commission is under no obligation to fill the position/s and reserves the right not to make any appointment in the above post/s. Although advertised, positions may thus either be withdrawn, re-advertised or filled by way of transfer or deployment, should it be considered in the interest of service delivery.