Personal Assistant at Financial Intelligence Centre

Financial Intelligence Centre


Date: 1 week ago
City: Pretoria, Gauteng
Contract type: Full time
Job Purpose

Provide clerical and administration support to the Executive Manager.

Key Performance Areas

  • Manage the Executive Manager diary and schedule appointments and any other requests made from time to time.
  • Receive visitors for the Executive Manager and make all arrangements for their participation in the meeting.
  • Facilitate visitor's security clearance, parking, document preparation etc.
  • Make arrangements for meetings, e.g. venue bookings, refreshments and prepare documents.
  • Answer and screen telephone calls and handle telephonic requests and queries.
  • Maintain a database of all contacts details with whom the Executive Manager has a relationship with.
  • Liaise and maintain an effective communication with internal and external stakeholders (e.g. Law enforcement agencies, supervisory bodies and various government and international institutions).
  • Maintain records in line with FIC records management policy.
  • Ensure that all documents (letters, submissions, working papers etc.) relating to the Executive Manager are registered on the electronic document tracking system.
  • Follow-up on issues arising in documents, minutes including acknowledgement of receipt.
  • Draft correspondences, reports and documents.
  • Handle all documents with appropriate security and utmost discretion.
  • Prepare and submit timeously all claims in relation to travel, telephone and cell phone use, any other expenses derived from FIC work undertaken by the Executive Manager.
  • Identify stationery requirements and procure in line with the SCM and Finance policies.
  • Take minutes in meetings on request.
  • Keep various registers and databases up to date.
  • Maintain an update Curriculum Vitae of the Executive Manager and other material for use in conferences, interviews, etc.
  • Ensure that the Office of the Executive Manager is at all times kept cleaned and in good condition.
  • Facilitate for regular receipt of newspapers, journals and magazines and any other literature or items, which might be required from time to time.
  • Ensure strict security levels are maintained at all times in the Office of the Executive Manager, including maintaining a strict clean-desk policy in which all documents are appropriately registered and stored in a secure facilities, shredding all unwanted documents.
  • Maintain a filing system.
  • Coordinate all travel arrangements (both national and international) including programs and meeting agendas, accommodation, subsistence, foreign exchange etc.)
  • Perform any other duty as required.

Education, Skills And Experience

  • Minimum 5 years of experience as a Personal Assistant
  • Diploma or equivalent
  • Well organised, able to work with minimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities
  • Intermediate to advance Microsoft Office Skills and understanding of the use of the technology and processes related to the position
  • Demonstrated exercise sound judgement/common sense
  • Demonstrated attention to detail and strong administrative skills
  • Proactive and professional with the ability to multi-task.
  • Demonstrated ability to work within a team
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