Business Unit Administrator at Council for Geoscience (CGS)

Overall Job Purpose: 

The incumbent will undertake a wide variety of unit/project administrative support in the Council for Geoscience, specifically in the Water and Environment unit. The support will be focused on the achievement of the mandate of the Council for Geoscience.
 
KEY RESPONSIBILITIES
BU Administration and Office Support

• Rendering of effective administration and office support services in the Business Unit.
• Act as the first point of contact for internal and external clients and contacts via telephone (call handling) and electronic e-mail.
• Maintain an effective filing system for ease of tracking and retrieval of documents.
• Develop a database of contacts and updates regularly to ensure current information.
• In consultation with the Water and Environment Manager, draft correspondence on behalf of the Unit.
• Prepare and type correspondence, minutes, reports, and other documents as required.
• Provide secretarial support for committees and forums chaired by the BU Manager.

Meeting Coordination

• Manage the diary of the Water and Environment Manager, set up meetings, and manage all correspondence relating to diary management and scheduling of meetings accordingly.
• Proactively monitor and appropriately manage responses to all meeting invitations.
• Schedule meetings and secure appropriate venue for the BU.
• Prepare agendas with inputs from meeting participants.

Travel Administration

• Act as a travel coordinator and liaise with the contracted travel agency.
• Make travel arrangements for the staff and the manager i.e. transport, accommodation & flights.
• File all signed travel requisitions with invoices from the travel agency.

Correspondence, records, and documentation management

• Maintain an effective filing system for ease of tracking and retrieval of documents.
• Develop a database of contacts and updates regularly to ensure current information.
• Handle all incoming & outgoing correspondence.
• Establish and maintain an efficient and effective correspondence and document management system.

Procurement Management Administration

• Preparation and submission of requisitions for purchase orders and invoices.
• Sourcing of quotations via RFQ processes.
• Raise purchase orders for required services and request authorization from the Manager prior to forwarding them to Supply Chain Management (SCM).
• Keep track of orders issued and the receipt of purchased goods, invoicing, and payments.

Finance Management Administration

• Process S & T claims for the BU.
• Tracking and monitoring of budget expenditure and report to BU Manager.
• Application of standard procedures for all financial transactions to ensure compliance with policy and the PFMA (Public Finance Management Act).

BEHAVIOURAL ATTRIBUTES AND REQUIRED SKILLS

• Ability to operate within a dynamic and diverse team environment and capable of building interpersonal relations with clear communication.
• Ability to operate with confidentiality and sensitive information.
• Possess strong organisational and prioritising abilities.
• Able to resolve challenges and contribute toward the effective functionality of the Minerals and Energy unit of the Council for Geoscience.
• Able to contribute toward the planning and organising of programmes in the Minerals and Energy unit of the Council for Geoscience and assist in project coordination.
• Able to operate with clear communication, conflict management, and the capability of building professional relationships.
• Affinity toward training and development.
• Professional writing and communication skills.
• Computer literacy and the ability to work within an integrated environment.
• Ability to work within organisational policies and procedures.
• Have an affinity toward creative, innovative thinking with a significant dedication toward quality management and control.
• Affinity toward maintaining the highest level of safety and health management.

EDUCATIONAL QUALIFICATION

• Grade 12.
• National Diploma (NQF 6) in Office Administration or equivalent qualification.
• 3 -5 years’ working experience in Office Administration and/or Secretarial duties.
• Must be computer literate in MS Office.