| JOB NAME |
Personal Assistant to CFO [Midrand]
POSTED BY: Development Bank of Southern Africa
REF:DBSA 2011
Date Published:Friday, May 24, 2024
Date of Expiration:Wednesday, November 20, 2024 EXPIRED
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| LOCATION OF THIS JOB |
 South Africa | MIDRAND in South Africa |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
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| JOB TYPE |
| Full-Time |
| MAIN JOB DESCRIPTION |
Closing Date 2024/06/01
Reference Number DBS240521-1
Job Grade 12
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
To provide efficient and responsive administration, organising and coordination support and make all logistical arrangements for the CFO. Manage and prioritise tasks and meetings according to deadlines and schedules, while maintaining good relationships with key stakeholders.
KEY RESPONSIBILITIES
Administrative Support
1. Work with the Group Executive to support the planning and execution of day-to-day work functions and key deliverables and ensure communication to all parties.
2. Liaise with all levels of DBSA employees as well as external clients/ contacts, managing the diary including keeping all parties informed and updated on all diary changes.
3. Draft and edit all communication (letters, routine correspondence) from the Office of the CFO to ensure quality control and seek approval.
4. Provide inputs, review and quality assurance of all documents and reports.
5. Prepare necessary meeting packs and support for engagements as requested by the Executive.
6. Act as the point of contact between the manager and internal/external clients:
1) Screen and direct phone calls and distribute correspondence.
2) Receiving, reading, monitoring and responding to e-mails, as and when required.
3) Attend general queries made to the office, answer calls and handle telephonic queries.
4) Ensuring appropriate messages are taken and responded to.
5) Responsible for document flow in and out of the office.
7. Organise and make arrangements for meetings:
1) Send out meeting invites and provide details to invitees.
2) Book meeting rooms, conference rooms and venues as required for each meeting.
3) Ensure there are refreshments and catering where applicable.
4) Arrange meetings, collect visitors from reception and organise logistics.
5) Distribute agendas, meeting packs and documents before the meeting.
6) Provide secretariat support in key meetings and interactions to ensure the recording of decisions and follow-up.
8. Keep abreast with the Bank’s business conducted by the division, to provide broad responses and correspondence with stakeholders and maintain communication across several stakeholder groups.
9. Administer leave requests and other processes to assist with administrative processes.
10. Organise and document travel itineraries including confirmation of all relevant bookings both nationally and/or internationally.
11. Process all claims upon return from trips in terms of the prevailing subsistence and travel procedures/policy.
12. Act as a backup and/or support to the Executive Co-ordinator.
13. Manage and review filing and other office systems to ensure optimal documentation retrieval and storage.
14. Monitor that the Executive’s office is appropriately resourced with daily consumables and ensure an adequate level of stationery is always maintained (utilisation of the SAP procurement system).
15. Undertake other tasks as assigned from time to time.
Key Measurements of Outputs
1. Administrative effectiveness and efficiencies in the office.
2. Diary management and scheduling of appointments.
3. Accurate and timeous travel arrangements.
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements
1. An Executive Secretarial Diploma / Secretarial Diploma or an equivalent qualification.
2. A minimum of 10 years’ experience as a Personal Assistant or similar working experience of which 5 years must be supporting a senior management position.
3. Experience in successfully working with Senior Management (essential).
4. Proficient with Microsoft Office (MS Word, MS Excel (at an advanced level of proficiency), MS PowerPoint, and MS Outlook).
5. Microsoft Teams and/or any online conference tools.
6. Online board pack platforms.
Desirable Requirements
1. Knowledge of efficient and effective office procedures.
2. Extensive knowledge of standard secretarial practices and procedures.
TECHNICAL COMPETENCIES
Written communication
1. Understands that different writing styles are required for different documents or audiences.
2. Write effective correspondence, prepare questions and reports, statements of circumstance and briefing notes.
3. Reviews others’ documents for clarity and impact.
4. Has a solid mastery of writing principles such as grammar, sentence construction etc.
Presentation skills
1. Can reinforce key presentation points with examples.
2. Is able to translate technical terminology into language understandable to the audience.
3. Has insight into the audience’s behavior and motivation and responds appropriately and professionally, adapting communication style as appropriate.
Reporting
1. Designs / customizes reports to meet user needs.
2. Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
3. Keeps standard reports under review and proposes improvements to meet user needs.
Planning and Organising
1. Is relied on to help others plan and organise their workload.
2. Uses effectively advance time management processes to deal with high workload and tight deadlines.
3. Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
4. Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning.
Policies and Procedures
1. Has detailed knowledge of policy and procedure relating to a specific area of work.
2. Is capable of implementing procedure, highlighting issues as appropriate.
Data Collection and Analysis
1. Based on knowledge of the reasons behind the analysis, is able to define the most appropriate means of data collection.
2. Is able to develop formats for data collection.
3. Is able to define the most appropriate internal and external data/information sources.
4. Identifies key facts in an array of data, recognises when pertinent facts are incorrect, missing, or require supplementation or verification.
5. Breaks down data into component parts to understand the nature and relationship of the parts.
6. Has a broad knowledge of statistical data-handling techniques.
7. Can undertake more comprehensive analysis of data/information but is not required to draw conclusions.
REQUIRED PERSONAL ATTRIBUTES
BEHAVIOURAL COMPETENCIES
Customer Service Orientation
1. Tries to understand the underlying needs of customers and matches these needs to available or customized products and services.
2. Adapts processes and procedures to meet on-going customer needs.
3. Utilises the feedback received by customers, in order to develop new and/or improve existing services/ products that relate to their on-going needs.
4. Thinks of new ways to align DBSA’s offerings with future customer needs.
Self-awareness and Self Control
1. Withholds effects of strong emotions in difficult situations.
2. Keeps functioning or responds constructively despite stress.
3. May apply special techniques or plan ahead of time to manage emotions or stress.
Strategic and Innovative Thinking
1. Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.
2. Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to build incremental revenue and growth opportunities.
Driving delivery of results
1. Sets challenging goals that will have a significant impact on the business or support the organisational strategy.
2. Commits significant resources and/or time to ensure that challenging goals are achieved, while also taking action to mitigate risk.
Teamwork & Cooperation
1. Acts to promote a friendly climate and good morale and resolves conflicts.
2. Creates opportunities for cross-functional working.
3. Encourages others to network outside of their own team/department and learn from their experience.
Attention to detail
1. Double-checks the accuracy of information or work.
2. Ensures that the work produced doesn’t contain any errors.
Flexibility
Changes his/her perception, ideas or alters normal procedures to fit a specific situation to get a job done and / or meet company goals.
Integrity
1. Takes pride in being trustworthy, serves all equally , respects others and embraces diversity.
2. Is honest in all relations (internal/external relations).
3. Act with integrity on highly confidential matters relating to GE’s office.
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