Administrative Officer - SACAA

The Administrative Officer is the contact point for both internal and external clients, whose purpose is to provide administrative and clerical support to both employees and management. The ultimate goal of the administrator is to ensure the daily administrative processes of the division or department run smoothly and efficiently.

To oversee and manage the daily tasks of the Division / Department / Functional Area by providing administrative and clerical support.

General Administrative Functions

• Assist Management and the Department in managing the diary, coordinate and schedule departmental meetings and events using the organisation’s electronic tools.
• Prepare departmental documents and reports
• Collate information for reports preparation
• Package documentation required for meetings and other departmental engagements
• Circulate required information and documentation throughout the department and keep accurate record thereof
• Receive and relay documentation and information to applicable recipients in the department
• Develop and maintain a proper filing system to ensure accurate retrieval of information as and when required
• Screen, classify and record documents for easy access and tracking
• Coordinate functions and meetings for the department
• Provide administrative support with meetings and other departmental functions
• Prepare and circulate minutes for departmental meetings
• Update and circulate for approval information on departmental documentation as provided by the Subject Matter experts.
• Coordinate budget preparation and reporting on expenditure
• Process operation manuals and amendments.
• Arrange domestic and international travel by organising submission approval, allowances, and all travel-related logistics

Office and Stakeholder Management

• Manage the control of all consumables and liaise with the Procurement Department regarding stock.
• Organise requests for assets, their delivery, allocation and management for the department
• Track and monitor progress on projects and prepare reports thereon
• Ensure appropriate communication within SACAA and with external clients.
• Promptly deal with telephonic, mailed enquiries or personal interactions

Minimum Qualification:

• Grade 12. An Office Administration certificate will be advantageous.

Ideal Qualification:

• Diploma in Administration / Secretary or Office Management

Experience:

• 1 -3 years of Administration or Secretary experience