JOB DESCRIPTION

• Provide administrative support for the JET Office Secretariate, Programme leads and other specialist staff.
• Possible for providing administrative support to the team to ensure efficient running of the office.
• To assist the team through planning and coordination of information in order to optimize workflow procedures in the team.
• To be the point of reference for all queries, requests or issues and be an integral part of the unit.
• Serve as personal administrator to Programme leads (if required)

QUALIFICATION AND EXPERIENCE

QUALIFICATIONS:

• Matric
• NQF 6 qualification or higher in relevant field (Commerce, Social Science)

ROLES AND RESPONSIBILITIES

INTERNAL / OPERATIONAL PROCESSES

• Preparing agendas for meetings (7 days before meetings)
• Preparing and sending out meeting minutes (within 7 calendar days of meetings)
• Assisting with preparation of annual meeting calendar(s).
• Coordinate diaries internally and externally to achieve meetings set out by the meeting calendar.
• Assisting Secretariate and program leads with managing their calendars and itinerary for meetings
• Administrative support for travel claims, internal and external meetings, events
• Undertakes ad hoc functions associated with meetings, contracting, governance,
• Preparation of documents for internal and external distribution which incl. not limited to grammar and spelling, formatting, printing, binding etc.
• Undertakes ad hoc functions associated with meetings, contracting, governance,
• Preparation of documents for internal and external distribution which incl. not limited to grammar and spelling, formatting, printing, binding etc.
• Continually improves the service provided to internal and external stakeholders
• Support Workstream lead organisations with admin functions, if required.
• Assist in the preparation of presentations for meetings Maintain mailing lists and data base of stakeholders
• Supports technical expert panels/advisory bodies with admin functions
• Assist with any procurement related activities required by the Programme
• Assists with preparation work for COP
• Assist programme office staff to prepare for conferences and meetings
• Assist programme office with events and functions
• Manage stationary and office related material
• Ensure that both manual and electronic filing system is up to date including saving on Docupedia or any applicable filing system.
• Ensure that an accurate database of all stakeholders is maintained and is up to date including, contact numbers, contact persons, physical and postal addresses, e-mail addresses
• Carry out any other ad-hoc activities including capturing requirements and any other administrative duties effectively and efficiently.
• Efficient and Service Excellency to be provided to both internal and external stakeholders

ROLES AND RESPONSIBILITIES (CONT.)

TECHNICAL/FUNCTIONAL COMPETENCIES

• MS 360 suite (MSword, MSExcel, MSPowerpoint, MSTeams)
• Other virtual meeting platforms (Zoom, Google, etc.)
• Data management and dashboards
• Attention to detail
• Excellent time management
• Ability to multi-task
• Good verbal and written communication skills

BEHAVIOURAL COMPETENCIES

• Interpersonal skills
• Good ethics, integrity and high level of professionalism
• Confidentiality
• Organized and persistent, with drive and determination to achieve goals.
• Effective, versatile and action-oriented.

JOB REQUIREMENTS

CUSTOMER FOCUS & STAKEHOLDER MANAGEMENT

• Provide professional administrative support to the team,
• Provide an efficient customer service to both internal and external customers

LEARNING, LEADERSHIP & PEOPLE GROWTH

• Take ownership for own personal development.
• Solutions Driven, Accountability and Innovativeness