ADMINISTRATIVE ASSISTANT Job Opportunity at SABS Pretoria
| Job Advert Summary | About SABS Working for the South African Bureau of Standards (SABS) opens the mind to the world around you. The South African Bureau of Standards offers diverse career paths in a dynamic environment that nurtures and recognises potential. Become part of our vision of being a trusted standardisation and business assurance solution provider of choice and join a team that fosters accountability, excellence and innovation in an inclusive workplace. Purpose StatementTo provide administrative support to the Divisional Head to ensure the effective and efficient running of the office and optimal service delivery. |
| Minimum Requirements | QualificationsDiploma in Office Administration, Office Management or a related field (NQF Level 5)Works Experiance1 – 2 years relevant work experienceProven track record in executing Divisional Head level administrative functionsProven track record in report writing and presentation formattingMust have understanding of invoicing, requisition ordering and basic procurement protocols |
| Duties and Responsibilities | Functional Management Provide relevant office administrative duties relating to the receiving of telephone calls, correspondence and emails.Treat information and documentation as private and confidential, and only disclose to any parties through the Divisional Head’s approval.Provide general administrative support to Certification Services as required.Ensure that all communications and information for Certification Services are directed to the relevant parties, accordingly.Co-ordinate all administrative arrangements for relevant Certification Services sessions as required (including logistical arrangements, booking of meeting rooms etc.)Prepare non-routine and routine correspondence and proofread relevant documents before circulation.Perform special duties as directed by the Divisional Head, including the collation and summarization of information.Assist with the compilation of relevant documents for the Divisional Head.Prepare agendas, documents and meeting packs for agreed upon meetings.Maintain the relevant filing and record management system for Certification Services and other office flow procedures to ensure easy retrieval of records.Ensure that all in scope documents are filed, managed and updated appropriately.Ensure that all information relevant to Certification Services is provided and directed accordingly to the relevant parties.Coordinate the logistical arrangements of relevant Certification Services meetings and sessions in an effective and efficient manner and ensure the documentation is distributed to meeting delegates.Receive and direct guests for relevant meetings and sessions in a professional manner.Collect and prepare all printed materials as required for meetings and sessions where necessary.Conduct weekly stock controls and maintain appropriate levels for common materials and resources utilized by Certification Services. Notify Divisional Head to replenish stock as necessary.File, update and manage all documents appropriately as per standard operating procedures.Risk and Compliance ManagementAssist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.Support and provide evidence to all internal and external audit and regulatory requirements.Maintain quality risk management standards in line with ISO, Accreditation and regulatory requirements.Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.Review related Standard Operating Procedures in consultation with the Managers and Executives to ensure business optimisation.Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation. Stakeholder Management Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputationActively liaise and build relationships with SABS clients and service providers so as to ensure that the service standards are met appropriately.Uphold the image of the office of the Divisional Head in all interactions with stakeholders.Coordinate the flow of information, providing a central point of contact for internal and external customer’s queries and/or complaints.Convene and attend meetings and present relevant information to relevant stakeholders when required.Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders. |
