Job Description Team Assistant - 00140143 Primary Location:ZA-GT-Johannesburg Job Type:Permanent/Regular Posting Range:21 Jan 2014 - 31 Jan 2014 Description 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 • 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 record 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
Posted on: Thu, 23 Jan 2014 09:53:47 +0000
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