For more information about the Future Production: Mining Cluster, please visit https://www.csir.co.za/future-production-mining
Key responsibilities:
- Coordinate and schedule the weekly activities of the Manager;
- File electronic and manual documents effectively to ensure proper maintenance of records and easy retrieval of documents;
- Receive parcels and documentation and keep a register for in and out post;
- Screen incoming material and respond in the Manager’s absence when necessary;
- Assist in prioritizing tasks and take proactive responsibility for relevant actions;
- Type and prepare various documents accurately and timeously in accordance with the specific requirements;
- Draft correspondence, proofread and edit documents when necessary on behalf of the Manager;
- Perform quality checks on all documentation for the Manager’s signature to ensure high standard of outgoing documentation to the clients and staff;
- Work closely with the Unit Management Team and form solid professional relationships;
- Ensure and promote a professional, friendly and informed first point of contact between the Manager and his staff, clients and stakeholders;
- Manage the Manager’s office in his/her absence;
- Facilitate the procurement of laboratory and office supplies;
- Perform information searches on the Internet and relevant books, journals and magazines in accordance with requirements;
- Arrange events (internal and external) under the broad direction of the Manager;
- Organise meetings and events such as workshops, strategy sessions and ad hoc visits when needed;
- Confirm arrangements for meetings and ensure that the team is briefed appropriately regarding the agenda for the meeting;
- Follow up on actions emanating from meetings on behalf of the Manager;
- Coordinate travel arrangements of the Manager and the team as required;
- Arrange management team meetings( i.e. draft and distribute minutes, agendas and necessary presentation material in advance to ensure proper presentation);
- Ensure effective functioning of the office with regards to equipment, stationery and maintenance of building;
- Ensure that the office is in good position to function effectively on a day-to-day basis;
- Support good contact with senior stakeholders internally and externally;
- Maintain the daily update of a fully functional filing system where documents and references materials can be retrieved timeously;
- Prepare expense reconciliations.
Qualifications, skills and experience:
- A three year diploma in administration with at least one year experience as a Secretary or Personal Assistant to a Manager;
- Experience in Information Management Systems would be advantageous;
- Experience working in an ISO 17025 facility would be advantageous;
- Customer service orientation and pays attention to detail;
- Must have ethical behaviour, honesty, transparency and living the values;
- Must be action-orientated and demonstrating initiative;
- Must have good planning and organising skills;
- Must be able to build relationships ( including listening, interpersonal sensitivity and the ability to read and interact with people);
- Ability to maintain high level of confidentiality and human dignity;
- Ability to exercise tact and good judgement with highly-sensitive information;
- Ability to function independently and within a team;
- Verbal and written communication.
Closing date: 12 June 2019
PLEASE NOTE THAT FEEDBACK WILL BE GIVEN TO SHORTLISTED CANDIDATES ONLY.
For more info, please contact the CSIR Recruitment Centre on 012 841 4774 or email us at [email protected]
The CSIR is an equal opportunity employer. As such, it is committed to the Employment Equity Act of 1998. By applying for this position at the CSIR, the applicant understands, consents and agrees that the CSIR may solicit a credit and criminal report from a registered credit bureau and/or SAPS (in relation to positions that require trust and honesty and/or entail the handling of cash or finances) and may also verify the applicant’s educational qualifications and employment history. The CSIR reserves the right to remove the advertisement at any time before the stated closing date and it further reserves the right not to appoint if a suitable candidate is not identified.