Transnet – Secretary wanted immediately: APPLY NOW
Durban, KwaZulu-Natal
Permanent
This advert is open for application by external applicants.
Equity Statement: Preference will be given to suitably qualified Applicants who are members of the designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating Division.
Applicants that are interested in applying for any of the advertised positions must apply by registering on the Careers section of the Transnet Internet. Please take care in completing all required details on the profile, and then apply for the position.
Alternative Application Methods: (Completed Curriculum Vitae to be submitted)
Post :
E-mail :
Fax :
The closing date is on 29.11.2019. It is the responsibility of the applicant to ensure that HR has received the application before the closing date of the advertisement.
Note: if you have not been contacted within 30 days of the closing date of this advertisement please consider your application as unsuccessful.
Any questions regarding the application or recruitment process should be sent in writing to
[email protected].
We urge all our employees, clients, members of the public and our suppliers to report any kind of fraud or corruption at Transnet. Call the hotline toll free number: 0800 003 056 or email [email protected]
Operating Division: Transnet NPA
Position Title : Contract – Secretary
Employee Group: Non-Permanent
Department: Security
Location: Durban
Reporting To: Manager – Security
Grade Level: HRLYI2X
Reference Number: 10157708
Position Purpose:
To support the effective functioning of the senior manager’s office by providing high-level administrative support and professional assistance, whilst maintaining the appropriate level of confidentiality, sophistication, and protocol required of this position.
Position outputs:
Ensure that all work is carried out in line with relevant policies, processes, and procedures, such as Human Resources, Procurement, Finance, and Delegation of Authority.
Manage and maintain the senior manager’s schedule with due consideration of departmental meetings and relevant events, demonstrating an awareness and understanding of departmental priorities.
Act as first point of contact, representative and information source for the senior managers’ office, and respond to basic queries and requests for information. Receive and welcome visitors courteously and professionally. Screen all incoming calls and divert to relevant parties or take messages. Respond to queries where possible on behalf of the senior manager in his/her absence.
Manage meetings for the Senior Manager by ensuring that agendas are prepared, required inputs are received from all parties concerned, and that all relevant documentation is in order. Coordinate logistics as required
Liaise with external service providers to track and ensure that delivery is on time and within budget in line with Service Level Agreement
Responsible for monitoring and tracking of relevant information when required
Facilitate logistical arrangements regarding travelling and accommodation, Including subsistence as required.
Provide clerical and secretarial support to the Senior Manager in order to support the effective running of the office, which includes:
a.Scanning and retrieving documents
b. Physically filing documents;
c.Archiving documents;
d.Retrieving archived documents;
e.Taking and distributing minutes;
Assist in organizing and re!;!aring for management meetings .
Establish and maintain an effective and secure e-filing and document management system for fast retrieval of data and information
Establish and maintain sound relations with all relevant stakeholders such as other senior managers, managers, contractors and general staff in assisting with requests to and from the senior manager, dealing with issues/queries, and managing incoming and outgoing instructions and responses to and from the senior manager.
Ensure that the required protocol is followed at all times in terms of general secretarial Support and office management
Ensure effective management of the senior manager’s office through the efficient use of technology, by ensuring effective
the functioning of all systems and equipment, and by ensuring correct and adequate stationery.
Liaise and interface with relevant internal and external stakeholders such as suppliers, clients and other managers as
required, conveying information accurately, professionally, and courteously whilst maintaining the required level of
confidential
Manage and prepare correspondence accurately, timeously and as specified for review and approval by the senior manager
when required, and ensure distribution thereof to relevant parties
Produce PowerPoint and Excel presentations in line with the requirements of the Senior Manager for meetings and
presentations
Responsible for obtaining and collating information for monthly reports which require in ut from other departments
Conduct first-line research for the senior manager when required, consulting
relevant internal or external sources, and/or by doing desktop research, and com ile a report for ease of use by the senior
manager.
Enhance service delivery by implementing office processes and practices as required.
Coordinate the activities of tea ladies, messengers, drivers, etc
Qualifications & Experience:
Grade 12 or Senior Certificate
Min 2 years of applicable experience.
Competencies:
Knowledge required:
Knowledge of policies, procedures, principles, standards & processes (Governance, Delegation of Authority, Procurement,
Compliance etc.)
Knowledge in MS Office and Windows in particular.
SAP R3 knowledge.
Ability to work under pressure and meet deadlines
Ability to work with tact and discretion
Archiving and filing systems
Attention to detail
Planning and organizing skills
Good communication skills (written and oral)
Excellent time management
Skills Required:
Communication skills (written and verbal)
Report writing skills
Interpersonal skills to engage stakeholders at different levels
Analytical thinking
Conceptual thinking
Strong ethics.
Apply Now
Source: Indeed
