Secretary (FTC 6 months)

SUMMARY:

• Responsible for providing Secretarial and Administrative support to the Head and the team to ensure an efficient running of the Unit.
• To assist the Head and colleagues with support through planning and coordination of information to optimize workflow procedures in the Unit.
• To be the point of reference for all queries, re...
  
  

  POSITION INFO:
  

  • Responsible for providing Secretarial and Administrative support to the Head and the team to ensure an efficient running of the Unit.
  • To assist the Head and colleagues with support through planning and coordination of information to optimize workflow procedures in the Unit.
  • To be the point of reference for all queries, requests or issues and be an integral part of the business unit

  Operation Process

  • Collating and managing FICA/KYC compliance docs required from existing or        potential business partners.
  • FICA checks
  • Credit checks
  • Media checks
  • Delinquent register
  • Liaising with Project Developers and requesting FICA information from the client.
  • Obtaining the correct documents to and ensure FICA compliance

  Pipeline management

  • SAP Information - ensure SAP is updated by Project Developers (managing the process i.e. accuracy of information). Assist with entering data and resolving issues.
  • Monitoring and reporting on the appointment of directors and steerco members in PDU project entities.
  • Monitoring terminal drawing dates on the project portfolio and alerting Project Developers timeously.
  • Organising team meeting including PDU Pipeline meetings, Project Review Forums, Huddles etc., circulating agendas and supporting documents as well as minute taking.
  • Extracting detailed SAP pipeline reports and following up with team on agreed actions from pipeline meetings.
  • Ensuring quorum requirements at above meetings as required.
  • Regularly updating pipeline and drawdowns on SAP, as well as uploading applications and enquiries.

  Office Management

  • Requisition of stationery.
  • Process project disbursement claims and follow up on payments.
  • Liaise with Travel Office to ensure accurate and timeous travel bookings (including changes / amendments pre, during and post- travel), as well as delivery / forwarding of travel documents to team members.
  • Accurate and timeous reconciliation and processing of team travel claims.
  • Scheduling meetings and arranging venues.
  • Arranging IT support for hybrid meetings.

  Customer Focus Stakeholder Management

  • Provide professional secretarial support
  • Provide an efficient customer service to both internal and external customers

   

  Qualification Requirements

  • Matric
  • Relevant Diploma

  Knowledge and experience requirements

  • 5 to 10 years proven Secretarial and Administration experience.
  • The following computer skills and knowledge of office software packages are essential:
  • MS Word; PowerPoint; Excel; Outlook
  • Knowledge of SAP will be an advantage

  Technical/functional competencies

  • Administration and telephone skills
  • Planning and organising skills
  • Attention to detail
  • Ability to liaise and engage with both internal and external clients
  • Customer service skills
  • Computer proficiency
  • Minutes taking skills
  • Follow through skills

  Behavioural competencies

  • Interpersonal skills
  • Good ethics, integrity and high level of professionalism
  • Confidentiality
  • Communication skills (both written and verbal)
  • Ability to multi-task and thrive under work pressure
  • Self-motivated and self-driven
  
  
  

   

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