Departmental Administrator at Industrial Development Corporation

Qualifications 

• National Diploma and Advanced certificates or relevant qualification at NQF level 6 or equivalent.
• Bachelor’s degree or a relevant recognised qualification at NQF level 7 or more will be advantageous.
• Relevant Certificate in Administration

Experience 

• Minimum 2- 5 years proven Secretarial, Administration and Project Management experience.
  The following computer skills and knowledge of office software packages at an Advanced level are essential: MS Word; PowerPoint; Excel; Outlook.
• Knowledge of SAP will be an added advantage.

Roles and Responsibilities

MAIN DUTIES AND RESPONSIBILITIES

• Facilitate the process flow and maintenance of a register of the department’s documents, agreements, invoices received directly through email or postal services to the applicable financial management & strategic financial planning team.
• Provide secretarial support and general administrative function to the Head and the financial management strategic financial planning team members.
• Receive, direct and relay telephone messages to the affected individuals and maintenance of a record of such calls.
• Provide general administration support including minute taking, compilation of reports, presentation slides preparation, scheduling of appointments and meetings for the departments.
• Tracking and monitoring of the department’s operational deliverables on a day-to-day basis.
• Project management support to the Heads through presence in key meetings, facilitation of key deliverables and engagement with key internal and external stakeholders.
• Maintain accurate and up to date records, agreements, reports and databases to ensure compliance with organisational policies and regulatory requirements.
• Maintain and track the contracts concluded by the departments to ensure compliance with the procurement policies and guidelines.
• Arrange and manage meetings or events and other administrative logistics required by the departments.
• Daily management the Heads diaries ensuring timely scheduling of events and the elimination of meeting clashes.
• Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia and SharePoint.
• Making travel arrangements and processing claims for the Heads and team members (as and when required)
• Ensure that the stationery requirements for the departments are adequate at any point in time.
• Facilitate the onboarding and offboarding of new staff members joining the teams.
• Maintain an updated contact list for the department.
• Provide administrative support in order to optimize workflow procedures in the office.

Customer Focus & Stakeholder Management

• Provide professional secretarial support.
• Provide an efficient customer service to both internal and external stakeholders.

Learning, Leadership & People Growth

• Manage own development to enhance own competencies.
• Participate in knowledge sharing in the team.