| JOB NAME |
PERSONAL ASSISTANT: PROJECT PREPARATION
POSTED BY: Development Bank of Southern Africa
REF:DBSA 85
Date Published:Tuesday, December 3, 2019
Date of Expiration:Sunday, May 31, 2020 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 2019/12/06
Reference Number DBS191122-1
Job Title Personal Assistant: Project Preparation
Job Grade 12
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The purpose of this position is to provide high level secretarial and administration support to the Group Executive:
Project Preparation Division.
1. Maintain and manage the diary of the Group Executive, scheduling of appointments, arranging meetings, collecting visitors from reception and organising refreshments.
2. Attend to general queries made to the Group Executive and answer and screens incoming calls.
3. Prepares routine correspondence on own initiatives and on behalf of the Group Executive when necessary
4. Finalise and ensure quality control of documentation, including Power Point presentations made by the Group Executive
5. Responsible for document flow in and out of the Group Executive office.
6. Keep in touch with the Banks business conducted by the Group Executive sufficiently to enter into pro-active correspondence with stakeholders and thereby maintain communications across a number of fronts to alleviate the Group Executive from such involvement.
7. Screening of emails received, actioning and follow up on these emails where necessary and printing of critical emails for actioning by the Group Executive
8. Develop and maintain advanced record keeping (manual / electronic) and filling systems in the Group Executive’s office
9. Performs high level secretarial duties including typing and editing of reports, presentations, confidential correspondence and general documentation, filling, faxing, photocopying, minute taking (where required) and administrative work.
10. Responsible for the making of local and international travelling arrangements and the processing of claims.
11. Administration of leave on behalf of Group Executive.
12. Procurement administration.
13. Service as a back-up and/or support to the Executive Co-ordinator
14. Undertake other tasks as assigned by the Executive Manager, from time to time
KEY RESPONSIBILITIES
Key Measurements of Outputs
1. Efficiencies in diary and management
2. Efficiencies in document flow management
3. Pro-activeness in managing the GE’s Office
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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 secretarial working experience of which 5 years should be at an executive level
Technical Competencies:
1. Written & Verbal Communication
a. Writes clearly and concisely simple work related documents.
b. Expresses simple ideas clearly in writing.
c. Understands enough to independently handle most tasks in this area most of the time but is supplied with direction for work objectives.
d. Able to explain procedures, or familiar concepts, adapting the words or explanation to suit the person or the situation.
2. Computer Literacy
a. Consistently uses relevant office software products such as word-processing, spreadsheet, presentation, and email packages to an acceptable standard for the job.
b. Has the ability to use standard and/or program-specific the organisation databases, and merge / import data from one program to another.
c. Adapts method of working to accommodate changes in the technological developments.
3. Stakeholder Management
a. Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.
b. Implements solutions, then evaluates the effectiveness and efficiency of solutions.
4. Problem Solving
a. Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.
b. Implements solutions, then evaluates the effectiveness and efficiency of solutions.
5. Planning and Organising
a. Uses time management procedures effectively.
b. Can exercise independent judgement regarding all planning and organising issues.
c. Uses specialised software to plan and manage own time.
d. Plans and manages multiple priorities and deadlines.
REQUIRED PERSONAL ATTRIBUTES
Behavioural Competencies:
1. Achievement Orientation
a. Delivers work on time and quality and follows through on agreed commitments.
b. Views new work experiences as an opportunity for growth.
c. Reacts immediately to overcome setbacks or/and obstacles in order to meet goals. Recognises and acts upon current opportunities.
d. Makes specific changes to systems and processes in order to improve efficiency and quality.
e. Formulates own objectives and action plans in order to achieve a measurable improvement in the future.
2. Attention to Detail
a. Double-checks the accuracy of information or work.
b. Ensures that the work produced doesn’t contain any errors.
3. Conceptual Thinking
a. Uses knowledge of theory or of different past situations to look at current situations.
b. Applies learned concepts across various situations.
4. Decisiveness
a. Acts promptly to address urgent needs, taking quickly those decisions which need to be taken. b. Assesses available information to reach a clear view of key options and selects the best option at the time.
b. Thinks on their feet when necessary.
5. Self-Awareness & Self-Control
a. Feels impulse to do something inappropriate and resists it.
b. Resists temptation to act immediately without thinking but does not take positive action.
c. Feels strong emotions (such as anger, extreme frustration, or high stress) and holds them back. d. Does not do anything but restrain feelings (does not act to make things better).
6. Teamwork & Cooperation
a. Values and utilises the expertise of colleagues, asking for ideas and input and collaborates to form decisions and plans.
b. Willingly learns from others.
c. Creates opportunities for knowledge and expertise sharing between all members of the team.
7. Customer Service Orientation
a. Makes self fully available, especially when the customer is going through a critical period.
b. Requests on-going feedback from customers and takes action in response to it; manages to retain and capitalize on existing customers.
c. Takes the “extra step” to resolve customer issues appropriately, even in the case where they do not fall under own area of responsibility.
d. Is aware of the level of service offered by the competition and provides more for customers than they expect.
8. Integrity
a. Publicly admits having made a mistake.
b. Speaks out when it may hurt a trusted relationship.
9. Strategic & Innovative Thinking
a. Feels impulse to do something inappropriate and resists it.
b. Resists temptation to act immediately without thinking but does not take positive action.
c. Feels strong emotions (such as anger, extreme frustration, or high stress) and holds them back.
d. Does not do anything but restrain feelings (does not act to make things better).
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