Job Location : Gauteng, PretoriaDeadline : May 24, 2025Quick Recommended Links
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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 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.
- Manage the diary of the Manager: Infrastructure and Land Use, 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.
- 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.
- 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.
- 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.
- 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).
- 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.
- Administrative / Management jobs
