Administrative Assistant to the Chief Information Officer

Description

• Receive and record incoming and outgoing correspondence to ensure proper record-keeping for the Division.
• Prepare and distribute minutes, presentations, as well as general office documentation/communication to ensure that information, reach relevant identified parties
• Perform general office duties
• Arrange work sessions and staff meetings with employees and coordinate all logistical arrangements for the Division.
• Responsible for the accommodation and flight arrangements for the Executive in accordance with CSOS travelling policy and procedures to the satisfaction of the division.
• Provide management support to the Executive
• Provide administrative support for ICT operations and systems administration to ensure the efficient functioning of the ICT Division.

Requirements

• A diploma in Office Administration or a diploma in Information Technology/Information Systems (or equivalent); OR a secretarial diploma supplemented by a recognised IT support certification (e.g. CompTIA A+, N+, or ITIL Foundation).
• Grade 12 plus secretarial training and/or certificate in MS Office Suite. Certification in ICT service/help desk support (e.g. ITIL Foundation, Microsoft Office Specialist, CompTIA A+/N+) will be an added advantage.
• 5-7 years working experience within a secretarial or administrative support role to a senior manager or executive in general office practices or procedures, including demonstrable experience providing administrative support within an ICT/technology-driven environment (e.g. IT asset coordination, software licence tracking, or ICT vendor/helpdesk liaison).

Knowledge:

• Knowledge of principles and practices of organisation, records management and general administration.
• Basic principles and practices of bookkeeping.
• Knowledge of ICT operations, terminology and support processes.
• Basic understanding of ICT asset and software licence management.
• Knowledge of ICT procurement and vendor management processes.

Skills and Competencies:

• Effective Communication
• Writing skills
• Analytical
• Interpersonal skills
• Problem solving and decision making
• Computer Literacy
• Attention to Details
• Office Management
• Ability to operate standard office equipment
• Ability to follow written and oral instructions
• Working knowledge of IT service management (ITSM)/helpdesk ticketing systems
• Ability to coordinate basic ICT support requests and escalate technical issues appropriately
• Proficiency with ICT hardware/software inventory tracking