Minimum Requirements<\/strong><\/p>\nQualifications
\n\u2022 Secretariat Diploma<\/p>\n
<\/p>\n
EXPERIENCE
\n\u2022 At least 10 years\u2019 secretarial experience of which 5 years\u2019 secretarial experience should be working for an executive<\/p>\n
KNOWLEDGE
\n\u2022 MS Office
\n\u2022 Visio
\n\u2022 Mind Manager
\n\u2022 JD Edwards for processing of requisitions and reporting
\n\u2022 Basic knowledge of contracts (desirable, but not essential)
\n\u2022 Basic knowledge of budgets and management thereof<\/p>\n
<\/p>\n
SKILLS
\n\u2022 Filing
\n\u2022 Typing
\n\u2022 Minute taking
\n\u2022 Project Management
\n\u2022 Telephone Etiquette
\n\u2022 Professional report writing<\/p>\n
<\/p>\n
KEY PERFOMANCE AREAS (Not limited to):<\/p>\n
Secretarial Support<\/p>\n
\u2022 Ensure the Executive\u2019s diary is optimally managed for internal and external responsibilities and duties
\n\u2022 Liaises with other stakeholders to coordinate various meetings
\n\u2022 Maintain a consolidated list of action items flowing from various forums, committees and meetings
\n\u2022 Follows -up on all actions emanating from the Exco and Board meetings
\n\u2022 Schedules meetings for Executive Managers to meet with direct reports and their teams at intervals as agreed.
\n\u2022 Provides confidential secretarial support to the Executive Manager.
\n\u2022 Recording and typing agendas, minutes, memos, letters, reports and presentations for the Executive Manager when required.
\n\u2022 Receives and sends e-mail.
\n\u2022 Responsible for answering, scanning and re-routing of telephone calls as well as setting up of telephone or video conferences.
\n\u2022 Responsible for scrutinising, re-routing and answering of all incoming correspondence (mail and e-mail)
\n\u2022 Books venues for meetings and organises refreshments
\n\u2022 Ensures database with contacts and telephone numbers and e-mail addresses is established and maintained.
\n\u2022 Supports Executive with compliance to company policies and ensure Executive is kept abreast of policy changes.
\n\u2022 Scout and maintain an awareness of the banknote and functional environments related to the Executive\u2019s portfolio and advise the Executive of information and or matters of interest such as conferences, seminars etc.
\n\u2022 Cost centre and budget monitoring to alert Executive of risks<\/p>\n
<\/p>\n
Travel Arrangements<\/p>\n
\u2022 Responsible for making travel arrangements for the Executive by:
\nLiaising with people and companies to be visited to arrange suitable dates and venues.
\nProviding instructions to SARB\/SABN travel office regarding travelling requirements i.t.o flights.
\nArranges accommodation, car hire etc.
\nSupports the Executive with trip planning after receiving options from SARB travel office
\nPrepares detailed itineraries for the Executive
\nOrganises visas, foreign exchange and or advances and prepares documentation. Arranges with Finance for cheques \/ deposits
\nThe above will also include travel for personal purposes such as commuting flights etc.
\n\u2022 On return ensures that all unused foreign exchange is returned, counted and sold back to the Bank.
\n\u2022 Compile and process travel claims.<\/p>\n
<\/p>\n
Communication<\/p>\n
\u2022 Conducts research in preparation for the Executive\u2019s engagements and meetings.
\n\u2022 Ensures the Executive\u2019s notes etc., are prepared in advance for presentations and meetings
\n\u2022 Ensures the Executive\u2019s presentation materials are professionally prepared and communicated to parties in advance, if necessary<\/p>\n
<\/p>\n
Administration<\/p>\n
\u2022 Develops and maintains a filing system according to the company\u2019s document control standards and procedures and the 20 Keys guidelines
\n\u2022 Shreds all obsolete confidential information
\n\u2022 Opens all incoming mail.
\n\u2022 Responsible for ordering of stationery and consumables
\n\u2022 Ensures all equipment in the office is in good working order
\n\u2022 Records and manages the Executive\u2019s leave.
\n\u2022 Ensure the Executive performs the necessary declarations of gifts and or interests as and when necessary.
\n\u2022 Arranges with courier company to collect parcels, completes waybill and ensures that parcels are handled according to company standards
\n\u2022 Process Requisitions
\n\u2022 Reporting using the company\u2019s ERP system or reporting tools.
\n\u2022 Ensure the Executive is aware of subordinates and family birthdays and such like matters.<\/p>\n
<\/p>\n
Professional Support to Executive<\/p>\n
\u2022 Liaise with other secretaries in the company and SARB Group.
\n\u2022 Works closely with Company Secretary on matters to do with the Board and Sub-committees
\n\u2022 Co ordinates and communicates all items in Risk and\/or Internal\/External Audit reports which need to be actioned to Executive\u2019s teams. Support the Executive with follow-up activities<\/p>\n
<\/p>\n
Monthly & Quarterly Reports and Audit Reports<\/p>\n
\u2022 Sends out reminders to Managers teams regarding deadlines for submission of monthly reports.
\n\u2022 Consolidates departmental monthly reports.
\n\u2022 Reads through Audit Reports and consolidates audit findings into a single report and follows-up with Managers to ensure that items are actioned.<\/p>\n
<\/p>\n
How to Apply<\/strong><\/p>\nClick here to apply online<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"An opportunity has become available for a Personal Assistant to Supply Chain Director Minimum Requirements Qualifications \u2022 Secretariat Diploma EXPERIENCE \u2022 At least 10 years\u2019 secretarial experience of which…..<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"om_disable_all_campaigns":false,"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_newsletter_tier_id":0,"footnotes":"","jetpack_publicize_message":"","jetpack_is_tweetstorm":false,"jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","enabled":false}}},"categories":[19],"tags":[517],"jetpack_publicize_connections":[],"yoast_head":"\n
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