Departmental Assistant governance, Risk And Assurance Department

Overview

Purpose Of The Job : To provide administrative and secretarial support to the Governance, Risk and Assurance Department. The person appointed to this position will report to the Senior Manager.

Responsibilities

• Provide secretarial support to the Senior Manager, including diary management, screening of calls, client enquiries, etc.
• Plan and arrange departmental workshops, social events, travel and hotel accommodation in accordance with the department’s annual operational plan.
• Book departmental meetings, distribute agendas and other communication and documentation.
• Book team’s training and conferences, including writing of memorandums and coordination of the payment process.
• Manage departmental stationery, including ordering and stationery stock control.
• Coordinate and manage the team’s telephone bills reconciliations, diary management and venue bookings.
• Maintain electronic filing systems.
• Arrange access and office space for visitors.
• Facilitate attendance of meetings and BCM site tests, including compilation of attendance registers, arranging meeting rooms and transport where applicable.
• Perform regular asset verification against the departmental asset register.
• Log general office maintenance and IT issues on the relevant helpdesks and follow up on queries.
• Ensure that supplier invoices are actioned timeously, including obtaining necessary supporting documents from the team and / or service provider and required signatures for approval, raising requisitions (online case creation) and routing to Finance and / or Supply Chain unit.
• Perform general administrative support to the team members, including assisting with the preparation of documents and slides for presentations and meetings, writing of memorandums, committee submissions, and attending to administrative enquiries.

Qualifications

The candidate must demonstrate the following skills and attributes : An excellent command of both spoken and written English; disciplined, organised and reasonably tidy; reliable, trustworthy, of sound judgment, self-confident and with a friendly, co-operative and supportive nature; commitment to ensuring effective teamwork and that all work is done timeously, at a high standard and that the organisation’s reputation is protected and enhanced. The candidate must also have exceptional interpersonal skills and display professional demeanour.

EEO FSCA is committed towards increasing the representation of marginalised groups in line with its Employment Equity Plan. Persons with disabilities are encouraged to apply.

Please note that correspondence and communication will only be conducted with shortlisted candidates and that the FSCA reserves the right not to appoint if a suitable candidate is not identified.

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