Personal assistant: Head

Purpose of the Job: Reporting to the Head: Enterprise Risk Management, the successful incumbent is responsible for providing an end-to-end effective, efficient, and responsive administrative and secretarial service in the office of the Head: Enterprise Risk Management.

Key Performance Areas

Provide Office Management Support in the Enterprise Risk Management Office

• Screen phone calls, enquiries, and requests, as well as handling them when appropriate.
• Identify items that need personal attention, respond to the appropriate ones directly, and redirect selected emails to the direct reports or other departments for resolution.
• Facilitate the processing of memorandums for approval.
• Keep up to date with administrative changes organizationally and ensure adherence and compliance with requirements.
• Coordinate the submission of all required reports for timeous submission.
• Ensure quality standards on all the documentation prior to en route for further handling.
• Coordinate the submission of reports to and from different higher offices.

Provide clerical Support in the Enterprise Risk Management Office

• Process documentation with confidentiality at all times.
• Prepare travel arrangements for the department.
• Assist and coordinate departmental projects.
• Ordering stationery and office equipment.
• Create and manage purchase requisitions and ensure timeous payment of purchase orders.
• Administrate SCM or procurement-related processes.

Correspondence and Document Management

• Act as the first point of contact in the office and ensure the effective running of the office.
• Administer briefing papers, reports, charts, and presentations.
• Report, review, and quality assure all documents that are submitted for the unit's attention.

• Develop and maintain a document management system (Electronic and manual).
• Handle the office filing.
• Manage internal and external correspondence on behalf of the unit.
• Track and follow up on memorandums and related documents.
• Monitor and track the office budget in support of the respective area.

Meeting Management

• Prepare facilities for scheduled meetings, events, and arrange refreshments, if required.
• Manage the diary and schedule meetings and appointments.
• Take minutes in meetings as and when required.

Qualifications and Experience

• A National Diploma in Public Administration/Management/ Office Management/ Administration or related qualification?
• A certificate in relation to the functional discipline will be an added advantage.
• At least 3 years' working experience as a Personal Assistant/ Secretary or in a similar environment, of which 1 year should have been rendered for Senior Management.
• Excellent working experience in MS Office.
• SAP experience will be an added advantage.