PA to Executive Manager: Corporate Services (3 Months Contract)

SUMMARY:
JOB PURPOSE:

To provide an efficient secretarial and office support service to the Executive Manager : Corporate Services  by controlling the
diary and activities of the Corporate Services Office

POSITION INFO:
Qualifications:

• Minimum Requirement: Grade 12 or equivalent plus NQF 6 Administration Management Qualification.
• Preferred Requirement: NQF 7 qualification in Business Management or Public Sector Management

• Minimum Requirement: A minimum of 5 years relevant experience in supporting Executives in a PFMA environment.
• Preferred Requirement: Relevant experience in a Public Sector/Seta environment

• Minimum Requirement: Knowledge and understanding of the PFMA and NT regulations
• Preferred Requirement: Knowledge and understanding of the appropriate legislative and regulatory frameworks. (PPPFA, BBBEE etc.)

• Minimum Requirement: Attention to detail, ability to work under pressure and meet deadline under challenging circumstances.
• Intermediate proficiency in MS Office
• Preferred Requirements: Advanced proficiency in MS Office and ability to interpret some financial and commercial information

• Plan and schedule the Corporate Services Office’s annual, quarterly, monthly, weekly and daily plans and tasks as required
• Schedule and coordinate meetings in the Corporate Services Office ’s diaries as required
• Identify meetings that the Executive Manager : Corporate Services cannot attend and recommend alternative attendee as required
• Manage that meetings are well coordinated and organised including all meeting logistics as required
• Develop and update the departmental annual calendar with all key engagements and deliverable deadlines, implement reminders and coordinate that all calendar deliverables are received on time and to standard by the agreed dates
• Coordinate leave applications for relevant staff members and submit to Executive Manager : Corporate Services for approval.
• Ensure smooth daily functioning and operations of the Executive Manager : Corporate Services’s office

• Collate all Operational reporting documents from the Corporate Services Team for submission to Executive Manager : Corporate Services
• Draft meeting documentation including minutes, agenda’s, matters arising, resolutions and meeting invitations, submit for approval and distribute within agreed turnaround time
• Ensure that minutes are approved and distributed within 5 days
• Capture action items and email to Corporate Services within 2 days
• Assist the Executive Manager : Corporate Services on administrative requirements within deadlines
• Edits and quality assure all external written communications via the Executive Manager : Corporate Services Office
• Engage and communicate directly with CEO, Executive Management, Management
  and related stakeholders, on behalf of the Executive Manager : Corporate Services as required
• Represent Executive Manager : Corporate Services on first contact including responding to communication professionally
• Build influential relationships with stakeholders to support
• effective and efficient processing of INSETA requirements as required
• Resolve stakeholder queries and complaints in a manner that maintains the stakeholder relationships.
• Coordinate travel, accommodation and car hire for the Executive Manager : Corporate Services as well as Corporate Services team as required and as per policy
• Coordinate domestic and international travel as required
• Coordinate the capture and maintenance of the Executive
• Manager : Corporate Services’s travel logbook
• Reconcile travel spend with allocated budget monthly
• Provide any other administrative support as required
• Ensure that all documentation is drafted accurately within turnaround time, filed
• securely and confidentiality is maintained on an ongoing basis