Team Assistant: Municipal Finance Improvement Programme Iiix (mfip)

REF NO: G025/2019 (Term: 24 Months Fixed Term Contract)
SALARY : R257 508 R303 339 per annum (Level 07) plus 37% in lieu of benefits
CENTRE Pretoria
CLOSING DATE : 18 October 2019

National Senior Certificate (Grade 12) and a recognised diploma or related qualification in Secretarial and/or Office Administration or related field A minimum of 2-3 years in an administrative role, experience in the use of MS Office packages, i.
e MS Word, MS Excel, MS PowerPoint, Internet Explorer, MS Outlook, strong computer literacy and administration skills, experience in English business writing skills and minute taking, experience in management of logistics relating to meetings, project management skills as well as experience in the public sector will be an added advantage Competencies required: Client Service Orientation, Integrity/ Honesty and Effective Communication skills.

Diary and meetings administration.
Administer appointments and meetings schedules including: Setting-up and confirming meetings, updating diaries of Directors, notifying relevant staff members of daily meetings schedule Administer meeting arrangements including: Confirming meeting arrangements including meeting rooms, parking, presentation aids, and catering and refreshments where required, preparing, distributing and processing meeting invitations, directions and agendas, assisting with the compiling and distribution of meeting packs, arranging security and transport for delegates from other government and international institutions.
Administer meeting minutes including: Taking, typing up and distributing minutes, following up on decisions arising from meeting, filing and archiving meeting minutes, notes, agenda, and documents Documents and reports assistance and administration.
Administer all electronic and hard copy documents Acknowledging receipt of incoming document, noting priority, and tracking required response and/or handling, following up on deadlines for documents for submission Assisting with the preparation and finalisation of documents including: Assisting with the preparation and finalisation of documents including: Taking and/or transcribing dictation and notes and/or sourcing, obtaining and/or downloading 36 documents as requested (from internet and/or other sources), laying-out and typing up documents and compiling presentations, proof-reading and quality control of documents, effecting necessary changes as requested and finalising documents, noting the distribution, confidentiality and indexing requirements Producing and distributing documents including, and as required: Printing/copying, packaging and faxing/delivering/couriering/posting of hard copies, creating email distribution lists and sending electronic copies Managing the physical and electronic document tracking and filing systems including: Indexing, filing, and archiving of documents, conducting electronic data clean-ups and back-ups, handling, document with utmost discretion, Client, staff and project teams support.
Receive and assist external and internal visitors and staff, assisting with the resolution of client and staff requests and queries, working with and /or as part of the technical project teams when needed to provide administrative and secretarial support, assisting Director and/or project manager(s) with the coordination and administration of tasks of relevant projects.
Telephonic communications administration: Facilitate and administer telephonic communication including answering, screening processing of incoming calls, and placing, connecting and record-keeping of outgoing calls, developing and maintaining the MFIP contacts directory, coordinating telephone accounts for Directors and submit to the relevant parties on a monthly basis Office administration: Organise and maintain own and common business unit areas, processing order and monitor office resource and stationery requests and needs receipt and distribution, monitoring report and ensuring equipment and furniture maintenance, cleaning and repairs Travel arrangements and claims administration: Administer local (and international travel arrangements) including booking and ensuring receipt of flight, transport and/or car hire, and accommodation documents and/or reference numbers, assisting with the preparation of travel packs including the itinerary (contact details, venue directions and transport), travel documents (ticket) and travel support (accommodation details, meeting schedule, travel schedule) Follow-up on and organise the preparation and submission of travel reports, and reconcile and organise the requisitioning and reimbursement of subsistence and travel claims.