Secretary: Hydrogen and Energy and Fund and Incentive Management (12 Months Contract)

SUMMARY:
To render a secretarial support service to Director(s).

POSITION INFO:
JOB DESCRIPTION Secretarial\/ receptionist support Receives telephone calls and refers the calls to the correct players. Records appointments and events in the diary of the Director(s) Type documents for the Director(s) and other staff within the unit. Operates office equipment like photocopiers Provide secretariat support for the Director's meetings (take minutes, agenda etc.) in consideration of urgent core tasks Administrative Support Format submissions, memos and other documents on behalf of the Directors Draft standard response on behalf of the Directors Maintain workflow and filing system electronically and manually. Respond to queries by providing the required information Track progress of actions, issue reminders and provide feedback to the Directors. Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions Prepare packs for all the meetings\/ workshop that the Directors attend Organise Directorates meetings (including logistics) and draft minutes and support the Director with external meetings (This excludes project meetings of Subdirectorates) Coordinate submission of strategic and operational reports and documents (PMDS, Annual Reports, Strategic Plans, Audit reports etc) Logistical Support Liaises with travel agencies to arrange travelling and accommodation Arrange meetings and events for the Directors and the staff in the unit Process traveling and subsistence claims of Directors Financial administration support Receive monthly expenditure from Finance and capture expenses in the commitment register. Process requests on procurement of unit required goods and services Process payment advice of procured goods and service for the unit. Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance) JOB REQUIREMENTS Grade 12 Senior Certificate (NQF 4). Diploma\/Degree in relevant field is an added advantage