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FIC: Jobs / Vacancies (June 2018) – PME: Administration Officer

Financial Intelligence Centre (FIC) hereby invites applicants to apply for vacant jobs posts (Vacancies).

Location: Pretoria,Gauteng
Closing Date: 28 June 2018

The Financial Intelligence Centre (FIC) available positions are as follows:

Job Description

To provide secretarial and office administrative support for the Head of PME Unit; with dotted line reporting to the PME Senior Analysts.

Manager Support

Diary management for the Manager

> Scheduling meetings on behalf of the manager

> Prepare and/or request documents for meeting

> Remind manager on “action items” and their delivery

  • Co-ordinate and manage travel arrangements
  • Develop and maintain filing  system in line with the FIC’s  records management policy
  • Screen telephone calls, route priority calls and/or take detailed messages
  • Assist with preparation, proof reading and quality checking of documents emanating from the office
  • Type office documents (e.g. letters, submissions and reports) and prepare PowerPoint presentations, Excel spreadsheets
  • General administrative and secretarial support for the Manager.

Office administration and support

  • Type minutes for the meetings.
  • Diary management for the department
  • Assist with preparation, proof reading and quality checking of documents emanating from the department
  • Type office documents (e.g. letters, submissions and reports) and  prepare PowerPoint presentations, Excel spreadsheets
  • Attend to meeting logistics as required i.e. book parking, meeting venues and arrange refreshments as required
  • Co-ordinate and manage travel arrangements for the department
  • Develop and maintain  a filing system in line with the FIC’s records management policy
  • Ad hoc secretarial duties as requested
  • Process  HR related documentation for the department including leave, performance agreements and reviews and related matters
  • Process Finance related documentation for the department including travel claims, cellphone and telephone usage, invoices, requisitions, payments etc.
  • Raise requisitions and liaise with Finance and Supply Chain Management on procurement requirement for department
  • Issue stationery and keep updated records of ICT assets for the department as and when required
  • Scan and file documents as required
  • Administer and maintain registers e.g. risk register, document tracking register, departmental activities register, monthly report register (e.g. record all incoming and outgoing documents, publications and confidential information etc.
  • Manage usage and return of publicity material such as banners and report on condition of returned material
  • Scan, fax, photocopy, bulk printing and binding of documents
  • Assist in preparation and dissemination of twice-daily newspaper clippings service for the FIC using MS Word
  • Perform administrative functions as and when required including: managing RSVPs, preparation of name tags, preparation of attendance lists, guest registration
  • Assist in events logistics including identifying possible suppliers for publicity material, catering, sound, décor, gifts items and hospitality services
  • Liaise with internal (all FIC departments) and external stakeholders depending on the nature of the project/event as required
  • Liaise with relevant departments i.e. Facilities, ICT, Human Resources and Asset Management and others when new employees join the department
  • Ad hoc administrative duties as and when required

EDUCATION, SKILLS AND EXPERIENCE

  • Diploma in Office Administration/Secretarial Diploma
  • 2 – 5 years’ relevant administrative/secretarial experience
  • Good written and verbal communication skills
  • Good interpersonal skills
  • 2 – 5 years’ experience in minute-taking
  • Ability to communicate across all levels
  • Ability to maintain the highest levels of confidentiality
  • Previous experience in office administration would be an advantage
  • Understanding of financial processes i.e. co-ordination of quotations, invoices, correct allocation of cost items, expenditure tracking and reconciliations etc.
  • Good command of Microsoft Office including MS Word 8.1, Excel, PowerPoint
  • Knowledge and experience in use of SharePoint would be advantageous
  • Deadline driven
  • Adaptable to changing business requirements and deadlines
  • Ability to follow through to completion without being prompted
  • Self-motivated but also able to work in a team
  • Ability to work under pressure
  • Attention to detail, accuracy and ability to produce work of quality standard
  • Experience in assisting in event management would be an advantage
  • Ability to demonstrate a positive attitude and approach

How to apply

Click here to apply online