UNIVERSAL SERVICE AND ACCESS AGENCY OF SOUTH AFRICA (USAASA) The Universal Service and Access Agency of South Africa (USAASA) is established in terms of the Electronic Communications Act 36 of 2005. USAASA is an equal employment employer, supportive of the objectives of the Employment Equity Act, and encourages suitably qualified individuals from all groups including special designated groups to apply for the following position: Personal Assistant to the Executive Manager Operations Level 9 Salary: R376 596-xv-R454 920 per annum plus benefits
Provide sophisticated calendar management for Ops Executive. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. • Arrange and handle all logistics for Board meetings and events when requested to: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters. • Complete a broad variety of administrative tasks that facilitate the Executive’s ability to effectively lead the department, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports. • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Exec’s style and organization policy. Work closely with the Exec to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Exec updated. Anticipate Exec’s needs in advance of meetings, conferences, etc. • Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the Exec and staff, demonstrating leadership to maintain credibility, trust, and support with the Leadership team. • Work with the leadership Team to coordinate the Exec’s outreach activities. Follow up on contacts made by the Operations to cultivate ongoing relationships. • Manage all aspects of Operation’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization. • Replenish office materials such as, printer supplies, paper, office supplies, etc. • Provide event management support as requested. • Provide hospitality to all guests and help to create a welcoming environment. • Answer main phone line and respond to inquiries. • Process and distribute daily mail. • Invest in building long-lasting relationships both externally and internally. • Manage petty cash reimbursements and reconciliation. • Other projects/duties as assigned for the overall benefit of the organization. Corporate governance adherence Ability to work with senior executives
Required competency Excellent organisational competency Good interpersonal relation competency Strong personal commitment to the attainment of set of goals Strong ethics and integrity Maximising performance / drive for results Good attention to detail Good negotiation and conflict resolution skills Ability to present ideas with confidence and clarify to achieve the desired impact Professional and copes well under pressure Team player Sound judgement with problem solving and decision-making abilities Manage all preparatory work for the Ops Executive for all key engagements (working and collaborating with other Business Units) Produce and track EXCO reports and Management information and Action Items arising from these Facilitate, manage and report back to EXCO on budget process and business planning for Region Produce packs for Board meetings and Audit and Risk Committees Key Skill set Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials. • Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications). • Strong verbal and written communication skills. • Exceptional organizational skills and impeccable attention to detail. • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners. • Make appropriate, informed decisions regarding priorities and available time. • Ability to complete a high volume of tasks and projects with little or no guidance. • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. • Able to maintain a high level of integrity and discretion in handling confidential information. • Excellent judgment is essential. • Ability to switch gears at a moment’s notice. Requirements Diploma, Degree or equivalent. PFMA training Advanced MS Word and Advanced Excel Advanced MS PowerPoint Basic governance knowledge 8 to 15 years in similar role Enquiries Sharonne Scheepers, Senior Manager: HR Tel 011 564 1600, 083 408 3308 Applications Please forward your application to: recruitment@usaasa.org.za or hand deliver to Building 21, Thornhill Office Park, 94 Bekker Street, Midrand, 1685 Closing Date: 24 January 2021
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