Departmental Assistant

Location: Cape Town

The main focus will be to provide secretarial and administration support to the IT department whilst ensuring administrative and clerical duties are efficient and effectively performed for the smooth running of the function.

Main responsibilities include:

  • Perform a secretarial function to assist in the daily administration activities including:
    • Filing of documentation and electronic data/information, opening new files, circulation of reading material
    • Co-ordinate Workgroup schedule in respect of Records Management
    • Accurate, speedy typing, drafting of memos and letters as appropriate
    • Processing of incoming mail, clearing and distributing of mail, messages, photocopying, typing and forwarding of faxes
    • Compile / collate monthly reports and submit combined reports before deadline
    • Review and update department Year Planner
  • Travel and events:
    • Organising travel arrangements, hotel bookings, VISA Applications / Invitations, etc.
    • Allocation of costs
    • Assist Events Coordinator with administrative support
    • Distribution of invites, nametags, table names, etc.
  • Expense management:
    • Process CE's as per SAP processes
    • Manage intercompany recharges and financial process
    • Track budget tracking and prepare monthly reporting
    • Manage procurement and payment process
    • Process quotes and invoices. Generating electronic purchase orders. Keep records of all debit notes paid
    • Processing/obtain relevant approval of Capital Expenditure Requests
    • Create new vendors and update existing vendors on SAP
    • Monthly control of expenditures for entire departmental team i.e. budget variance report

Qualification/knowledge/skills required:

  • Minimum Matric qualification and a Secretarial Diploma
  • Project Related Diploma or Certificate will be advantageous
  • Minimum 3 years of secretarial and/or administrative assistant experience
  • Experience of reporting to a Senior Manager and/or working with senior management teams
  • High degree of PC literacy and proficiency in personal productivity tools (MS Office, Lotus Notes and SAP)
  • Outstanding interpersonal skills with the ability to liaise effectively at all levels
  • Excellent performer under pressure to meet deadlines
  • Proactive and continuous improvement attitude
  • Is discreet and maintains confidentiality
  • Fluency in English