Secretary

Job Advert Summary    

• To provide effective and efficient secretarial, coordination and administrative services and support to the General Manager: Research Administration & Integration in managing the RA&I function within the Rand Water Institute.

Minimum Requirements    

• Matric/Grade 12

Desired Education:

• Diploma or other/equivalent administration-related qualification (NQF 6)

Minimum Experience:

• General administrative and secretarial experience.
• Experience using MS Office.
• 2–3 years’ working experience.
• Working knowledge of MS Word and PowerPoint.

Desired Experience:

• Experience in the secretarial and administrative field.
• Basic experience with SAP and MS SharePoint/Intranet.
• Meeting and events coordination and secretariat.
• Primary Duties    
• Receive visitors in accordance with Rand Water security directives; receive, screen and direct telephone calls.
• Maintain the General Manager’s calendar, coordinate meetings and deadlines, and organise travel arrangements and maintain a travel schedule in collaboration with the Travel Office.
• Produce, compile, copy, scan and submit reports, correspondence, proposals, procedures, schedules and presentations, including documents in MS Word and PowerPoint.
• Maintain correspondence logs and follow up outstanding documents; safeguard confidential records and maintain paper and digital filing systems in accordance with Rand Water records and archival standards.
• Coordinate meetings and events, including invitations, venues and logistics; prepare and distribute agendas and supporting documents at least one week beforehand, record minutes, obtain approval and make minutes and outputs available one week afterwards.
• Order and maintain office stationery and report equipment, furniture and facilities problems to the appropriate support functions.
• Obtain and distribute HR reports, maintain attendance records where required, and coordinate the function’s performance management and training and development processes, including approval, retention and submission of the relevant records.
• Provide related administrative support, including maintaining the research initiative register and obtaining information for research; create, distribute and retain communiqués, emails and newsletters

Knowledge    

• Computer Literacy/MS Office.
• Document Filing and Management.
• Budgeting And Financial Reporting.
• Office Management; Meeting Coordination and Administration.

Desired:

• Records Management
• Library Management
• Processes
• Rand Water Environment and Processes;
• Events Coordination and Administration;
• HR Management Processes;
• Travel Management;
• Performance Management/Balanced Scorecards.

Skills    

• Good interpersonal skills.
• Communication skills, verbal and written.
• Excellent computer skills – Microsoft Office.
• Report-writing skills
• Time management.
• Ability to plan and organise.
• Problem-solving.

Attitude    

• Self-motivated and a team player.
• Ability to work under pressure.
• Deadline-oriented.
• Ability to work independently.
• Able to work under pressure.
• Discreet and able to uphold confidentiality.
• Conscientiousness.
• Diligent.

Closing Date    

• 2026/11/11