Junior Project Administrator/Office Assistant

SUMMARY:
Description: Must be well versed in systems in general, provide senior personal assistance to the c

POSITION INFO:

My client in the mining sector is looking for a Junior Project Administrator / Office Assistant

Contract opportunity

Start asap: 3 months

Working model: Minimum of 3 days on site at the client, work two days from home

Description:

Must be well versed in systems in general, provide senior personal assistance to the client's CIO, log IT requests on his behalf, coordinate and arrange his diary and meetings

• Diary management – both work and personal.
• Events management – venues and catering.
• Visitor access control for ICT Corporate on a daily basis.
• IT Asset management – ordering of IT equipment for the whole Sandton Corporate Office/Upgrading of Vodacom and Telkom lines for all Corporate staff. Following up on orders.
• Taking delivery and signing for IT orders – hardware (laptops, docking stations/keyboards/mobile phones).
• Getting IT to reimage and prepare the items for the user.
• Assisting with confirmation of decommissioning of older out of warranty laptops and devices. Keeping track of the warranties and advising when users should be receiving new laptops.
• Travel both in SA and International for the CISO and his management team – Visas/hotel bookings/transfers/forex etc.
• Engaging with various vendors for procurement purposes.
• Invoice management – recons/cheque requisitions/follow up on payments/invoice register for budget tracking purposes. Dealing with Finance on a daily basis around invoice sign off. Invoices are printed attached to cheque requisitions that are completed on an excel document which requires IT Heads signature depending on the vendor and region (they have offices in Australia, South America, Ghana and SA). Anything under R30k can be scanned for direct payment by Finance in South Deep, anything over needs to be hand delivered to the Finance exec upstairs for signature, once signed off they can be collected, scanned and emailed to Finance in South Deep for processing. Once that process is complete the invoice information (vendor, invoice detail, invoice amount, currency) needs to be inputted into the Invoice register to be offset against the budget.
• Audit report compiling/Monthly Manco report updates.
• Minutes of meetings.
• Stationary ordering and management.
• Engaging with Facilities around boardroom management and fixtures on the ICT level – moving of white boards, changing of furniture, clearing out of old equipment.