VACANCY: ADMIN OFFICER GRADE: C2
HEAD OFFICE COMPANY SECRETARY’S OFFICE
To provide administrative support to the Company Secretary and the and the Assistant Company Secretary in respect of Statutory compliance and administrative matters relating to the Board of Directors.
KEY PERFORMANCE AREAS
1 Provide routine and ad hoc clerical and administrative support
Administrative and office support such as answering and screening telephone calls, handling queries receiving and directing visitors, filing, faxing, typing of documents and printing thereof, sorting and filing of documents, control and purchase of office requirements, arrange for maintenance on office equipment, maintain the office diary, courier documents/packs.
Keep record of communication from and to the Office of the Company Secretary.
Liaise with staff in other Departments and external stakeholders, maintain inventory, providing information to callers. Processing of managers and all staff S & T claim, mileage claims and travel requisition (follow up on progress).
2 Secretarial support to Board Committees
Help in preparing and sending out notices for meetings, attend meetings, take minutes and keep notes.
Compile Board and Committee packs, update Board members’ details and keep records, file minutes and other documents in a systematic way.
3 Manage logistics relating to activities of the Office of the Company Secretary
Effectively manage all local and international travel arrangements through submitting relevant documentation to travel department, ensure approval of trips, airline, car hire, accommodation and reconciliation of expenses and travel claims. Book boardroom and conference facilities for meetings, conferences and seminars.
4 Procurement and Financial Processes
Processing of financial transactions and procedures (invoices, receipts, payments, etc.), invoice control, assist with compiling of the budget, ensuring that office stays within budget, prepare expenditure summary for the office of the Company Secretary, control of stock and buying and forwarding invoices for payment.
Facilitate payments for Board and Subcommittee members, suppliers and contractors, procurement of stationery, office furniture and equipment.
- Grade 12
- A relevant NQF Level 5 Qualification
- Qualified Paralegal: Advantageous
- Advanced Diploma Chartered Secretaries Certificate: Advantageous
- 5 years related working experience in Administration in the Company Secretary’s space
High levels of competence on the skills below is a requirement:
- Minute taking skills
- Drafting skills,
- Communication skills,
- Research skills,
- Solid administration and compilation skills
- Sound skills in co-ordination and administration of meetings
- Reports writing skills
- Legislative knowledge (Companies Act, Constitution of SA)
- Extensive knowledge of relevant legislations
- Attention to detail and accuracy
- Problem solving
- Relationship building
Should you meet the requirements as set out above, please e-mail your CV to Analiza Setsiba at firstname.lastname@example.org
As we are committed to Employment Equity in our employment practices, it is our intention to appoint individuals with the aim of meeting our Equity objectives. Preference will be given to African Males and People living with a disability to achieve the objectives of Employment Equity.
CLOSING DATE: 25 MARCH 2019
Please note: SAMSA reserves the right not to make an appointment to any advertised position. No late applications will be considered. Psychometric and other assessments may be used as part of the selection process and all shortlisted candidates will be required to be available for the tests. If you have not been contacted within 1 month of the closing date as mentioned above, kindly deem your application unsuccessful.