Secretary/Team Assistant Vacancy at Absa Group Limited - Free State-,S.Africa

Post: Secretary/Team Assistant
Organization:Absa Group Limited - Free State-
Primary Location:ZA-Free State
Job Type:Permanent/Regular
To provide administrative and secretarial support to a small team

RESPONSIBILITIES

•     Manage the diary of the direct line manager
•     Organise meetings and functions for the team including logistics arrangements
•     Liaise with the in-house travel agent to do travel bookings for team members for domestic and international trips and follow the required travel approval process
•     Participate in team meetings to take minutes of the meetings
•     Ensure that minutes are typed and approved by the meeting chair and distributed
•     Print and bind presentations or newsletters or other material
•     Take charge of office moves for team members including liaison with building management and IT
•     Take charge of general office administration
•     Ensure that adequate reserve stock is ordered
•     Build and maintain a contact database for the team and ensure that data is kept current
•     Maintain project documentation for departmental projects, ensure that documents and reports are adequately completed
•     Maintain files for team documentation
•     Record and relay telephone messages for team members who are out of the office
•     Type correspondence, management reports or other documents on request from the line manager or team member
•     Arrange catering for team events, ensure that the line manager approves orders prior to placing them
•     Ensure that the teams pause area is kept neat and clean by following up with cleaning staff
•     Receive, open and distribute mail after logging the items according to the set procedures
•     Arrange documentation to be sent to archives and retrieve documents from archives when needed
•     Request quotes from approved suppliers and generate purchase orders
•     Follow up with vendors for the delivery of items, check the invoices against items received from vendors
•     Obtain signoff on invoices from the cost centre owner and submit to accounts payable for payment
•     Follow up with accounts payable when vendors advise that they have not been paid
•     Review entries passed against the departments cost centre
•     Request team members to submit supporting invoices for corporate credit card expenses
•     Complete the reconciliations obtain the individuals signoff and submit for processing
•     Request cost centre reports from Finance, check the budget run rate and highlight over and under-spent items to the cost centre manager

COMPETENCIES

•     Working with people
•     Adhering to principles and values
•     Writing and reporting
•     Planning and organising
•     Delivering results and meeting customer expectations
•     Following instructions and procedures
• Essential/Basic Qualifications

MINIMUM REQUIREMENTS

•     Grade 12 or equivalent NQF level 4 or higher qualification
•     Five (5) years working experience in an administrative role
•     Proficient in MS Office (Word, Excel, PowerPoint and Outlook) and the Internet
•     No criminal recor

Preferred Qualifications

PREFERRED REQUIREMENTS

•     National Diploma in Office Administration or Project administration or equivalent NQF level 5 or higher qualification
•     Experience working within a banking environment
•     Preference will be given to South African Citizens and Permanent residents of South Africa in possession of proof of permanent resident status

GENERAL
The appointment will be made in line with the Divisional Employment Equity strategy
Absa Group Limited - 3 days ago - save job - block
Posting Range:21 Aug 2013
How to Apply
http://www.indeed.co.za/viewjob?t=Secretary+Team+Assistant&c=Absa+Group&l=Free+State&jk=7cd4294cfbc3c1a4&atk=182u37nj4144h5a7&chnl=JobrollSearch&utm_source=publisher&utm_medium=organic_listings&utm_campaign=affiliate