Administrative Officer: Acs

Duties/Pligte
Providing administrative, secretarial, and personal assistant support to the director, including:

• Assisting with, as well as planning and scheduling, the director's electronic diary;
• Managing all telephonic enquiries on the director's behalf;
• Maintaining an effective electronic filing system;
• Collecting and preparing information for management meetings;
• Receiving visitors to the ACS.

Providing administrative and financial support to the ACS in general:

• Compiling monthly financial reports for ACS meetings;
• Compiling travel budgets and coordinating the submission thereof;
• Coordinating general routine document and report submissions ;
• Updating and maintaining the ACS's annual calendar;
• Assisting with arrangements for visits and travel by the director and ACS staff members;
• Arranging internal and external meetings;
• Handling reports, minutes and correspondence arising from meetings, as well as coordinating follow-up actions;
• Providing administrative support for ACS programmes as and when required (e.g., additional support for events, travel arrangements, etc.);
• Coordinating the reporting requirements and deadlines for ACS colleagues.

Communications and presentations:

• Liaising internally and externally (nationally and internationally);
• Assisting with PowerPoint presentations (e.g., formatting and creating), reports and documents;
• Establishing and maintaining accurate electronic databases as well as distribution and contact lists;
• Coordinating, collating, and submitting information and updates for the ACS's general website.

Bied administratiewe, sekretariële en persoonlike bystand aan die direkteur, wat die volgende insluit:

• Hulpverlening met, sowel as die beplanning en byhou van, die direkteur se elektroniese dagboek;
• Bystand met die bestuur van die direkteur se e-pos, en die liassering van e-posse in Outlook
• en SharePoint-lêers;
• Bestuur alle telefoniese navrae namens die direkteur;
• Die instandhouding van 'n doeltreffende elektroniese liasseerstelsel;
• Die versameling en voorbereiding van inligting vir bestuursvergaderings;
• Die verwelkoming van besoekers aan die ASA.

Bied administratiewe en finansiële ondersteuning aan die ASA in die algemeen:

• Die opstel van maandelikse finansiële verslae vir ASA-vergaderings;
• Die opstel van reisbegrotings en koördinering van die indiening daarvan;
• Koördinering van die indiening van algemene roetinedokumente en verslae;
• Die bywerk en instandhouding van die ASA-jaarkalender;
• Hulpverlening met reëlings vir besoeke en reise deur die direkteur en ander ASA-personeel;
• Reël interne en eksterne vergaderings;
• Die hantering van verslae, notules en korrespondensie wat uit vergaderings voortspruit, en die koördinering van opvolgaksies;
• Verleen administratiewe ondersteuning vir ASA-programme na gelang van vereiste (byvoorbeeld bykomende ondersteuning vir geleenthede, reisreëlings, ens.);
• Koördinering van verslagdoeningsvereistes en -sperdatums vir ASA-kollegas.

Kommunikasie en aanbiedings:

• Interne en eksterne skakeling (nasionaal en internasionaal);
• Hulpverlening met PowerPoint-aanbiedings (soos skepping en formatering), verslae en dokumente;
• Skepping en instandhouding van akkurate elektroniese databasisse en verspreidings
• en kontaklyste;
• Koördinering, samestelling en indiening van inligting en bywerkings vir die ASA se algemene webblad.

Job Requirements/Pos Vereistes

• A relevant NQF6 secretarial/administrative tertiary qualification;
• At least five years' relevant experience at a higher education institution;
• At least five years' administrative/personal assistant experience;
• Knowledge of international travel and its requirements;
• Impeccable integrity and discretion to work with confidential information;
• Excellent written and verbal communication skills in English (for all external communication with high-level and international colleagues);
• Excellent interpersonal relationships with students, colleagues, and other stakeholders;
• Excellent intercultural skills to work across national and international contexts and communities;
• The ability to work effectively and professionally under pressure in a calm manner;
• The ability to work in a team;
• Proven organisational, planning, prioritising, and administrative skills;
• Proven ability to draft agendas and compile minutes of meetings;
• High level of proficiency in MS Office - Word, Excel, PowerPoint, Outlook, MS Teams;
• The ability to organise, coordinate, and participate in online meetings (on MS Teams, Zoom);
• The ability to conduct effective online research on various topics;
• Numerical skills and the ability to work with financial information;
• The ability to exercise appropriate judgement and solve problems;
• Proven ability to work with high attention to detail and maintain confidentiality;
• The ability to use own initiative and be self-motivated.
• 'n Toepaslike NKR 6 sekretariël