Administrative Officer: Africa Centre for Scholarship at Stellenbosch University

Duties/Pligte        

• Providing administrative, secretarial, and personal assistant support to the Director, including:
• Helping with, as well as planning and scheduling, the Director's electronic diary;
• Assisting with managing the Director's email, as well as filing emails to folders in Outlook and SharePoint;
• Managing all telephonic enquiries on the Director's behalf;
• Maintaining an effective electronic filing system;
• Collecting and preparing information for management meetings;
• Receiving visitors to the ACS.

Administrative and financial support for the ACS in general:

• Compiling monthly financial reports for ACS meetings;
• Compiling travel budgets and coordinating submission thereof;
• Coordinating general routine document and report submissions;
• Updating and maintaining the ACS annual calendar;
• Assisting with arrangements for visits and travel for the Director;
• Administrative support for ACS programmes and staff as and when required (e.g., additional support for events, and travel arrangements);
• Arranging internal and external meetings;
• Handling reports, minutes and correspondence arising from meetings, as well as coordinating follow-up actions;
• Coordinating reporting requirements and deadlines for ACS colleagues.

Communications and presentations:

• Liaising internally and externally (nationally and internationally);
• Assisting with PowerPoint presentations (e.g., formatting and creating), reports and documents;
• Establishing and maintaining accurate electronic databases, as well as distribution and contact lists;
• Coordinating, collating, and submitting information and updates for the general website of the ACS.

Job Requirements/Pos Vereistes        

• A post-school secretarial or administrative qualification on NQF level 5;
• At least five years' administrative or secretarial work experience;
• Experience with organising international travel and knowledge of international travel and its requirements;
• The ability to draft agendas and compile minutes of meetings;
• Proven organisational, planning, prioritising, and administrative skills;
• Impeccable integrity and discretion to work with confidential information;
• Excellent written and verbal communication skills;
• The ability to use own initiative and be self-motivated;
• Proven ability to work with high attention to detail;
• Excellent interpersonal relationships;
• Excellent intercultural skills to work across national and international contexts and communities;
• The ability to work effectively and professionally under pressure in a calm manner;
• The ability to work in a team;
• Capturing financial information on a database and compiling financial reports from the database;
• Good judgement and problem-solving skills;
• High level of proficiency in MS Office - Word, Excel, PowerPoint, Outlook, MS Teams;
• The ability to conduct effective online research on various topics.

Recommendation/Aanbeveling        

• Previous relevant work experience at a higher education institution;
• A mature, energetic individual with experience working as a personal assistant/administrator in diverse and multicultural environments;
• Proven experience in database management.