Temp Admin Assistant-Centurion
Admin and Office Management
Centurion – Gauteng
Temp Administration Assistant
2-3 Months
Centurion
Salary R27 791,65
Purpose summary
Provide an efficient and effective office administrative function to the Secretariat business unit and Ethics Office.
Job Discription
KEY PERFORMANCE AREAS
Travel Administration:
- Coordinate the process for approval of trip authority prior to Board members travelling.
- Prepare an itinerary that includes details regarding dates and times of travelling and maps and directions, the address, phone number, e-mail, parking and names of people to meet.
- Prepare and submit requests for the payment of travel advances for international claims.
- Liaise with Board members to obtain preferred date of travel and route prior to making bookings. Coordinate the submission of approved travelling claims for payment.
- Coordinate and action all local and international travel booking in accordance with the prevailing GEPF Policies. Liaise with external services providers and Board members to complete required booking.
Board and Committee Meeting Coordination:
- Arrange meetings efficiently and professionally.
- Send out electronic meeting requests and track acceptance.
- Obtain reasons for requested attendee’s absence.
- Record apologies on the attendance register for meetings, and ensure that these are signed where relevant, and scanned to the server, per required procedures.
- Check that all logistical arrangements have been made in relation to meetings (technology to be used, invitations to presenters etc.).
- Send out meeting reminders to all attendees a few days prior to meeting. Coordinate booking and inspection of venues for Board events.
- Arrange parking and catering for Board events.
Administrative Support (Board and Committees):
- Prepare reports and presentations accurately and timeously.
- Assist with preparing meeting packs for Board and committee meetings.
- Assist with collating information for preparation of Board and committee agendas. Coordinate and formulate responses to routine Board and committee correspondence.
- Upload Board and committee information onto system and request authorisation for information to go live. File signed minutes and conflicts of interest forms for statutory record-keeping.
- Prepare remuneration for Board and committee meetings for sign off. (R25 million per annum) Continues engagement with accounts payable to ensure that trustee remuneration invoices are paid on time.
- Coordinate invoices and ensure all signatures are obtained and submit for payment. Follow up and track invoices for payment.
- Assist with reconciling all invoices and submit a monthly reconciliation report to the Line Manager. Book Board and Secretariat on international and local conferences and training events, as identified. Coordinate travel arrangements, registrations, and approvals etc.
- Ensure that all registrations to statutory institutions and/or bodies to which the organisation belongs is up to date (IOD, Ethics Institution, Batseta etc).
- Provide general administrative support to the department, including assisting with the compilation of minutes for Exco to Exco meetings with the PIC and GPAA.
- Assist with taking minutes, review of minutes, reports and presentations, before submission to Board committees. Assist with incoming queries related to the Secretariat.
Administrative Support (Assistant Company Secretary):
- Assist the Assistant Company Secretary with the procurement of service providers.
- Provide administrative support in relation to scheduling meetings, workshops between service providers and stakeholder and the Assistant Company Secretary.
- Assist the Department with administering the implementation of various policies.
- Assist with collation of information for reporting purposes to the Executive Committee and Board Committees.
- Manages the content of emails and follows up on urgent emails to ensure they are actioned accordingly by the Executives. Draft and type general correspondence for the Department.
- Quality check documents for accuracy, correctness and validity that emanates from the Assistant Company Secretary. Addresses queries from stakeholders and / or channels queries to correct role players.
- Assists the Assistant Company Secretary with ad-hoc tasks.
Team Effectiveness:
- Live the GEPF values and work effectively as an active and contributing member to achieve team goals.
- Stakeholder Relationship Management:
- Identify, build, and nurture trust and collaborative relationships with internal and external stakeholders.
REQUIRED KNOWLEDGE
- Understanding of the Government Employee Pension Fund and/or Pension Fund Industry Knowledge of operating standard office equipment
- Administrative and clerical procedures Supply Chain Management
- Remuneration Policy and other related policies
RELATIONSHIPS MAINTAINED
- Senior Committee Officer: Direct reporting line. Information sharing.
- Performance Management.
- GEPF Staff: Coordinate service delivery.
- Stakeholders and Service Providers: Communication – Address queries, information sharing, appointments, meetings etc.
- Board and Committee Members: Travel arrangements and general enquiries.
