Personal assistant gijima holdings

Renders administrative support services:

• Ensures the effective flow of information and documents to and from the office of the CEO.
• Ensures the safekeeping of all documentation in the office of the CEO in line with relevant legislation and policies.
• Obtains inputs, collates and compiles reports such as progress reports, monthly reports and management reports.
• Scrutinizes routine submissions/reports and make notes and/or recommendations for the CEO.
• Responds to enquiries received from internal and external stakeholders.
• Drafts documents as required.
• Does filing of documents for the CEO where required.
• Collects, analyses and collates information requested by the CEO.
• Clarifies instructions and notes on behalf of the CEO.
• Ensures that travel arrangements are well coordinated.
• Prioritizes issues in the office of the CEO.
• Manages the leave forms, leave register and telephone accounts for the unit.
• Handles procurement of standard items like stationery, refreshments etc. for the activities of the CEO.
• Obtains the necessary signatures on documents like procurement advices and monthly salary reports.

Provides a secretarial/receptionist support service to the CEO:

• Receives telephone calls and refers the calls to the correct role players if
• not meant for the CEO.
• Performs advanced typing work.Operates and ensures that office equipment, e.g. fax machines and photocopiers are in good working order.
• Records the engagements of the CEO.
• Utilizes discretion regarding meeting request – to decide whether to accept/decline or refer to other employees based on the assessed importance and urgency of the matter.
• Coordinates with and sensitizes/advises the CEO regarding engagements.
• Compiles realistic schedules of appointments.

Provides support to CEO regarding meetings:

• Scrutinizes documents to determine actions/information/other documents required for meetings.
• Collects and compiles all necessary documents for the CEO to inform him/her on the contents.
• Records minutes/decisions and communicates to relevant role-players. Follow-up on the progress made.
• Prepares briefing notes for the CEO as required.
• Coordinates logistical arrangements for meetings when required.

Support the CEO with the administration of the Accounting Officer/ CEO’s budget:

• Collects and coordinates all documents that relate to CEO’s budget.
• Assists CEO in determining funding requirements for purposes of MTEF submissions.
• Keeps record of expenditure commitments, monitors expenditure and alerts CEO of possible over and underspending.
• Checks and correlates BAS reports to ensure that expenditure is allocated correctly.
• Identifies the need to move funds between items, consults with the CEO and compiles draft memos for this purpose.
• Compares the MTEF allocation with the requested budget and informs the CEO of changes.

Studies the relevant Public Service and departmental prescripts/policies and other documents to ensure that the application thereof is understood properly:

• Remains up to date with regard to prescripts/policies and procedures applicable to his/her work terrain.
• Remains abreast with the procedures and processes that apply in the office of the CEO.

REQUIREMENTS:

• An appropriate three-year National Diploma/B Degree or equivalent three-year qualification(at least 360 credits) coupled with at least three (3) years’ experience in rendering support services to senior management
• Proven experience in compiling memos and minute taking
• Knowledge and proficient experience of the MS Office package, specifically relating to Word, Outlook, PowerPoint and Excel.

COMPETENCIES:

• Knowledge of Office Administration
• Knowledge of Public Service and departmental Prescripts and Legislations.
• Knowledge of Financial Administration (budgeting)
• Ability to conduct research and analyze documents and situations
• Keep abreast with procedures and processes within the Office of the CEO
• Excellent verbal and written communication skills
• Ability to communicate at all levels
• Good telephone etiquette
• Ability to act with tact and discretion
• High level of reliability
• Good interpersonal relations
• Adhering to business ethics
• Above average organising skills
• Good grooming and presentable
• Self-management and motivation skills