Secretary

To provide effective and efficient secretarial, coordination and administrative services and support to the General Manager: Research Administration & Integration in managing the RA&I function within the Rand Water Institute.

• Matric/Grade 12
• Desired Education:
• Diploma or other/equivalent administration-related qualification (NQF 6)
• Minimum Experience:
• General administrative and secretarial experience.
• Experience using MS Office.
• 2–3 years’ working experience.
• Working knowledge of MS Word and PowerPoint.
• Desired Experience:
• Experience in the secretarial and administrative field.
• Basic experience with SAP and MS SharePoint/Intranet.
• Meeting and events coordination and secretariat.

Receive visitors in accordance with Rand Water security directives; receive, screen and direct telephone calls.

Maintain the General Manager’s calendar, coordinate meetings and deadlines, and organise travel arrangements and maintain a travel schedule in collaboration with the Travel Office.

Produce, compile, copy, scan and submit reports, correspondence, proposals, procedures, schedules and presentations, including documents in MS Word and PowerPoint.

Maintain correspondence logs and follow up outstanding documents; safeguard confidential records and maintain paper and digital filing systems in accordance with Rand Water records and archival standards.

Coordinate meetings and events, including invitations, venues and logistics; prepare and distribute agendas and supporting documents at least one week beforehand, record minutes, obtain approval and make minutes and outputs available one week afterwards.

Order and maintain office stationery and report equipment, furniture and facilities problems to the appropriate support functions.

Obtain and distribute HR reports, maintain attendance records where required, and coordinate the function’s performance management and training and development processes, including approval, retention and submission of the relevant records.

Provide related administrative support, including maintaining the research initiative register and obtaining information for research; create, distribute and retain communiqués, emails and newsletters

• Computer Literacy/MS Office.
• Document Filing and Management.
• Budgeting And Financial Reporting.
• Office Management; Meeting Coordination and Administration.
• Desired:
• Records Management
• Library Management
• /Processes
• Rand Water Environment and Processes;
• Events Coordination and Administration;
• HR Management Processes;
• Travel Management;
• Performance Management/Balanced Scorecards.

• Good interpersonal skills.
• Communication skills, verbal and written.
• Excellent computer skills – Microsoft Office.
• Report-writing skills
• Time management.
• Ability to plan and organise.
• Problem-solving.

• Self-motivated and a team player.
• Ability to work under pressure.
• Deadline-oriented.
• Ability to work independently.
• Able to work under pressure.
• Discreet and able to uphold confidentiality.
• Conscientiousness.
• Diligent.