Divisional Assistant

Minimum Requirements

We are looking for a dynamic, hardworking, and committed individual who meets the following requirements:

• Matric, plus a 3-year administrative National Diploma.
• 3 - 5 years proven administrative experience. Paralegal experience an added advantage.
• Must be able to work in a multi-disciplinary team with minimum supervision.
• Knowledge of Pastel
• Relevant legislation and Treasury requirements.
• Knowledge of Legal/Economic environment and processes
• Be able to work under pressure and have a strong administrative background.
• Attention to detail
• Good planning and organisational skills and abilities.
• Computer literacy, effective communication, and interpersonal skills are necessary requirements.  

Other considerations:

• Emotional intelligence and discreetness
• Basic financial acumen
• Ability to work in a highly pressurised environment.
• Team player
• Project management
• Report writing skills (high proficiency in PowerPoint and Microsoft office word and excel).
• Integrity and Confidentiality
• Practical work exposure to area of expertise will be further considered to balance against other requirements.

Key Accountabilities

The main responsibilities of the incumbent will, inter alia, include:

• Reporting to the Divisional Manager, the Divisional Assistant duties include, amongst others

Coordinate allocated meetings and functions

• Maintain the case lists of the Division on KMS, ensuring different categories are accurately captured.
• Notify affected parties of the Analyst on the case within established turnaround times.
• Update the Knowledge Management System (KMS) with a variety of documents to reflect status of cases, based on feedback gathered; daily.

Complete case administration

• Extract case lists for Management meetings, weekly and prior to the scheduled meeting.
• Provide accurate information from KMS on statistics and performance indicators in relevant templates, as requested by various stakeholders
• Generate and prepare notices for publication in the Government gazette, in liaison with Procurement.
• Compile information for quarterly and annual reports in standard formats, reflecting a consolidated view of the status of cases and conclusions reached for the Divisional Manager’s review.
• Assist with administration of Divisional finances
• Receive Management Accounts, monthly, follow up on whether invoices reflected have been paid.
• Follow up on payment of invoices with the relevant stakeholders to ensure that they are paid within standard time frames
• Provide administrative support

Personality and Attributes

Over and above well-developed technical skills in your specialisation areas, the incumbent must demonstrate, inter alia:

• Fit with the Commission’s Values (Communication, Ownership, Making a difference, Professionalism, Employee Welfare, Teamwaork, Efficiency).
• Be a strategic thinker.
• Strong research and analytical skills.
• Excellent written and verbal communication and presentation skills.
• Have strong interpersonal skills.
• The ability to work under pressure.
• Planning and organising skills.
• An energetic, committed individual with strong attention to detail. 
• Have leadership and team supervision skills.
• Have negotiation and stakeholder management skills