L8 Project Administrator

6 9 Month Fixed Term ContractDiary, meetings administration and telephonic communications:Schedule and administer appointments and meetings including: setting-up and confirming appointments and meetings, and updating diaries preparing and distributing meetings schedule Organize meetings and making sure all arrangements are made as follows: booking meeting rooms, parking, presentation aids, and catering and refreshments where required Scheduling meetings on MS teams or via Zoom where applicable preparing, distributing, and processing meeting invitations, directions, and agendas assisting with the compilation and distribution of meeting packs (hardcopy and/or electronic) arranging security and transport for delegates from other government and international institutions where applicable arranging protocol and VIP protection for all officials from international organizations and foreign governments, where applicable facilitating access to office, and receiving and assisting external and internal visitors and staff Provide secretariat services to meetings including: taking, typing up and distributing minutes following up on decisions arising from meeting filing and archiving meeting minutes, notes, agenda, and documents Facilitate and administer telephonic communications as follows: answering, screening of incoming telephone calls, and maintaining a record of outgoing calls where applicable develop and maintain an office contact list/directory coordinate and submit telephone accounts to the relevant parties monthly. Documents and reports production and administration support:Administer all electronic and hard copy documents such as correspondence, memos, agreements, and reports including: acknowledging receipt of document, noting priority, and tracking required response and/or handling following up on deadlines for documents for submission maintaining an accurate log of all documents emanating from the unit that require approval Assist with the preparation and finalization of documents including: taking and/or transcribing dictation and notes sourcing, obtaining and/or downloading documents as requested (from internet and/or other sources) formatting and typing of documents and compiling presentations proof-reading and controlling quality of documents effecting necessary changes as requested and finalizing documents recording the distribution, confidentiality and indexing requirements of documents Produce and distribute documents including, and as required: printing / copying, packaging, and faxing / delivering / couriering / posting of hard copies creating email distribution lists and sending electronic copies Manage the physical and electronic document tracking and filing systems including: opening and creating files indexing, filing, and archiving documents conducting electronic data clean-ups and back-ups handling documents with utmost discretion Travel arrangements and claims administration:Process travel requests including confirming budget, obtaining approvals, and making travel, transport and accommodation and security bookings as requested Prepare travel packs including meetings itinerary and details and travel documents, schedule, and details Process and administer travel reports and travel claims, and reconcile and organize the requisitioning and reimbursement of subsistence and travel claims Office administration:Record and process requests for stationery and equipment including: obtaining equipment approval and submitting to the relevant parties assessing stationery needs, distributing, and reconciling stationary monthly Monitor, report and ensure equipment and furniture maintenance, cleaning, and repairs to the relevant parties Client and project teams support:Provide general programme information and assist with the resolution of client queries Provide administrative and secretarial support to project teams as required, and assist with the coordination and administration of project tasks Compile and maintain project data Provide procurement support to project teams including processing procurement requests, supporting procurement processes, and processing and submitting invoices and claims for payment Project Management Support:Assist in project planning sessions Assist with the design of project plans using appropriate software (including MS Project) Provide project management support to relevant staff members Tertiary Qualification in Accounting, Commerce, Business or Business Administration, Project Management (NQF 6). Minimum 4 years experience in a similar role or in management consulting. Project Management and MS Project experience would be advantageous Closing date for applications: 11 April Should you not hear from us within 14 days, please consider your application unsuccessful
Pretoria, GT, ZA