Personal Assistant

Requirements

• Secretarial Diploma or equivalent qualification. Three (3) to five (5) years’ experience in rendering support to Senior Management. Knowledge of administrative procedures.
• Knowledge of secretarial duties. Excellent Computer literacy skills. Advanced proficiency in Microsoft Office suit. Sound organizational skills. Good people skills. High level of reliability. Written communication skills. Ability to act with tact and discretion. Good grooming and presentation.
• Self-management and motivation. Knowledge of dispute resolution process. Understanding of Social and Economic development issues. Basic Financial Management and knowledge of PFMA. Knowledge Management. People and Diversity management. Problem solving People and Diversity Management.
• Client Orientation and Customer Focus. Remain up to date regarding the prescripts, policies and procedures applicable to his / her work terrain to ensure efficient support to the manager. Excellent communication skills (verbal and written). Accountability and Ethical Conduct

Duties

• Provide a secretarial/ receptionist support service to the manager. Implement administrative procedures for the component. Receive telephone calls and visitors on behalf of the manage. Implement policies and procedures
• Engage the Supply Chain Management regarding purchased materials. Ensure that financial procedures are observed in the section. Liaise with travelling agencies to make travelling arrangements for the office. Arrange meetings and events for the manager and staff in the unit.
• Process all invoices that emanate from the activities of the work of the manager including the travel and subsistence claims for the unit. Taking of basic minutes of the meetings of manager where required. Administer matters like leave registers and telephone accounts and proper filling of document.
• Prepare all relevant documents to enable the manager to prepare for meeting. Provide feedback on identified administrative gaps provide records on goods and services procured and handle all the procurement items for the office.