Executive Secretary (P10) (Finance Expenditure Executive Director's Office)
Position Summary
Introduction
The University of Johannesburg (UJ) is a vibrant and cosmopolitan university, anchored in Africa and driven by a powerful strategy focused on attaining global excellence and stature (GES). With an emphasis on independent thinking, sustainable development and strategic partnerships, UJ is an international university of choice. The University is guided by the Vice-Chancellor’s vision of “Positioning UJ in the Fourth Industrial Revolution (4IR) in the context of the changing social, political and economic fortunes of Africa”.
Job description
- Manage the Executive Director's office and to act as first line of contact to the stakeholders, staff etc. in a professional manner.
- Arrange travel and accommodation for the Executive Director for official business trips and conferences (local and international)
- Administer procurement of operational and capital items to enable efficient functioning in the function.
- Compile agendas, registers, take minutes at meetings for accurate record keeping.
- Arrange and co-ordinate workshops, functions, conferences, etc. as per the Executive Director's request.
- Keep abreast of new developments in the field and effectively apply it in the Division.
- Maintain a trusting and open relationship with the HR Business Partner, Executive Director and Senior Managers regarding official matters.
- Ensure that documentation is kept safely and securely to maintain confidentiality.
- Extensive management of the Executive Director's diary by organising the diary/daily commitments and ensuring that all the commitments are honoured.
- Procurement of Expenditure staff teas, stationery as well as ordering of furniture, computers and office equipment.
- Open, sort and group incoming mail, answer correspondence and prepare outgoing mail.
- Facilitate the maintenance of infrastructure to ensure a productive, safe and secure environment in compliance with the relevant legislation.
- Develop and manage on-going monthly budget control for all departments within Expenditure.
Minimum requirements
- Secretarial Diploma/Certificate or equivalent qualification (NQF level 6)
- 3 - 5 Secretarial experience at an executive level and within a tertiary environment.
- 3 - 5 years Administrative and budgeting experience.
- Computer literacy (all MS Office packages)
- University systems and knowledge.
- University policies and procedures.
- Administrative and clerical procedures and systems.
- Extensive diary management and scheduling.
- Extensive telephone etiquette
- Understanding of procurement procedures
- knowledge of conference calls (international and local)
- Office and administration management
- Finance/budgeting
- Planning and organising
- Writing skills (i.e. report writing)
- Verbal communication skills.
- Accuracy, detail and quality checking.
- Excellent interpersonal skills.
- Active listening skills.
Your application, comprising of a detailed Curriculum Vitae as well as the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees must be uploaded before or on the closing date of the advertised post. Please also attach the following: a copy of your highest academic qualification, proof of registration with professional bodies you might belong to and if applying for an academic position, a list of accredited research output and/ or a portfolio of your creative output.
Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.
For more information, please review the following link: Justice/Criminal/NRSO.
If you require technical support / assistance on the UJ e-recruitment website, please contact our service provider PNET on the following contact details: 0861 227337/010 140 3099 or email ujsupport@pnet.co.za.
Candidates may be subjected to appropriate psychometric testing and other selection instruments.
In conjunction to merit on the basis of qualifications, experience and proven achievements the University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and those individuals from the historically disadvantaged groups. As necessitated by operational requirements the University reserves the right not to make an appointment to positions advertised. If you have not received a response from the University within 8 weeks of the closing date, you should assume that your application has been unsuccessful.
