Job Openings at Civil Aviation Authority (SACAA)

Description

Administrative/Personal Assistant Support

• Proactively manage and coordinate the diary of the DCA prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.
• Provide full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the DCA.
• Quality check all documents for DCA’s signature
• Plan and coordinate logistics for the DCA’s participation to internal and external events.
• Procure office supplies when required
• Write and prepare minutes of meetings
• Manage the office of the DCA’s budget.
• Undertake any other appropriate duties as required to support the DCA.
• Proactively attend to all DCA’s responsibilities through prioritization of tasks and activities requiring the attention of the DCA
• Be prepared to travel when necessary

Stakeholder Relations

• Serve as the primary liaison between the DCA and both internal and external clients
• Manage all meeting requests and queries appropriately

Coordinate Travel

• Co-ordinate the Director of Civil Aviation’s travel and accommodation nationally and internationally.
• Partner with Supply Chain to ensure that the most cost-effective travel options are sourced

Submissions and Deadlines

• Assist in compiling the Director of Civil Aviation Reports.
• Format all reports and board submissions by Quality checking all documents to ensure that they are in line with policy requirements.
• Assist in ensuring that the Director of Civil Aviation deadlines are adhered to (submissions to Board Meetings, DoT, and Minister).

Confidentiality

• Perform all the duties with complete discretion and a high regard for confidentiality.
• Undertake responsibilities as appropriate which will fulfil the purpose of the role and support the success of the organisation.

Correspondence Management

• Process all communications and correspondence for the office of the DCA and ensure they are dealt with and responded to timeously.
• Anticipate, and prepare briefing papers in advance of appointments and presentations.
• Facilitate the signing of documents for DCA’s attention.
• Maintain effective filling and data storage including emails and retrieval systems ensuring the needs of the DCA are met

Requirements

Minimum Qualification:

• NQF Level 6 Formal qualification in Secretarial or Administration or equivalent

Ideal Qualification:

• Related Degree or equivalent

Experience:

• 5 – 7 Years Personal Assistant to an Executive or CEO

Closing Date: 02 July 2024

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OVERALL PURPOSE OF THE JOB

• To accurately process, maintain and report on all creditors transactions.

Manage Suppliers Payments

• Accurately and timeously process invoices onto the financial system daily.
• Obtain and ensure that supporting documents are provided by various departments.
• Ensure invoices from departments are authorised as per the delegation of authority.
• Ensure creditors statements are provided monthly.
• Timeously investigate unmatched purchase orders monthly.
• Ensure foreign creditors are paid timeously via telegraphic transfer.
• Prepare the payment checklist and ensure accurately completed.
• Ensure all subsistence and travel allowances are paid to travelling employees timeously.
• Import payment batch from financial system to the bank or perform manual payment online, present for release on time and follow up and resolve any queries

Reconciliations

• Prepare monthly creditors reconciliations to ensure correct amounts are paid or accurate amounts are accrued.
• Prepare general journals for accruals monthly and ensure month end and year end deadlines are met.
• Ensure that reconciling items are resolved or corrected timeously.
• Ensure that supplier enquiries are handled in a professional manner.
• Ensure that payments are made frequently and within 30 days of documents being received in finance.

Manage Reports

• Prepare monthly reports.
• Collate information for monthly reports

Filing

• Ensure that all documents are properly filed regularly.
• Ensure that all filed documents are easily retrievable.

Requirements

Minimum Requirement:

• National Diploma in Finance / Financial management or related NQF Level 6 qualification.

Ideal Qualification:

• Degree in Finance or related Degree

Experience:

• 3 Years Accounts Payable
• Great Plains, Processing of Accounts Payable, Greenfields (POP) experience would be an added advantage

Closing Date: 05 July 2024

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Description

Operational Management

• Receive and verify licenses for compliance with the issue and re-issue terms according to SACAR’s and CATS, as prescribed.
• Ensure that all applications are processed, verified for correctness, and dispatched timeously 

Customer Interface

• Project and maintain a professional and positive image when dealing with clients
• Promptly deal with telephonic, post, and courier applications by contacting clients on receipt of documents and telephone inquiries as per published SLA’s.

Document Handling

• Ensure that a document tracking process is in place and monitored by the responsible officers.
• Ensure that all received documents and verified for correctness, with checklist attached.
• Ensure that all received documents are invoiced and issued and directed to the client as prescribed in our procedures.

Financial Processing

• Verify that clients are invoiced and have paid the prescribed fee in terms of Part 187
• Training and coaching
• Train new Licensing Officers to enable them to perform all aspects required in terms of their key performance areas.

Review and Amendment of Material

• Ensure timeous administration and maintenance of the ISO system and amendment of forms to correspond with ISO requirements.

Requirements

• Minimum Qualification required: Grade 12
• Ideal Qualification: Relevant National Diploma
• Minimum Experience: 2 Years Aviation related experience

Closing date: 02 July 202

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OVERALL PURPOSE OF THE JOB

To offer professional support at the Executive level in terms of all office management requirements.

PLANNING

• Participate in divisional planning of activities.
• Assist in the development of project specific action plans.
• Manage both manual and electronic diaries.
• Arrange and set up workshops/seminars/team building initiatives.

PROCUREMENT

• Undertake all logistical arrangements in support of meetings, workshops or other divisional activities.
• Draft minutes of meetings and feedback to relevant persons.
• Assist manager in the preparation of presentations. Procure requirements.
• Typing of minutes.

INFORMATION PROVISION

• Collect and consolidate data.
• Source information quotes.
• Assist manager in compiling information.

STAKEHOLDER PROVISION

• Implement high quality written and verbal communication with stakeholders.
• Customer liaison and support (locally and internationally).
• Arrange for gift selection and wrapping.

FINANCIAL ADMINISTRATION

• Obtain quotes.
• Prepare the relevant documentation.
• Obtain the invoices and forward to finance for payment in accordance with financial procedures policy.

OFFICE ADMINISTRATION

• Provide all administrative support.
• Coordinate all logistical arrangements for local and international travel, car hire and accommodation.
• Procure office requirements.
• Coordinate IT related issues.

Requirements

Minimum Qualification:

• Grade 12 plus Secretarial Diploma or equivalent NQF Level 6 qualification

Ideal Qualification:

• Bachelor of Business Administration

Experience:

• 3 years Executive Secretary or 5 years Aviation Administrator experience

Closing Date:  02 July 2024