| JOB NAME |
Administrative Assistant (AWHF)
POSTED BY: Development Bank of Southern Africa
REF:DBSA 102
Date Published:Thursday, October 8, 2020
Date of Expiration:Tuesday, April 6, 2021 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 |
| Contract |
| MAIN JOB DESCRIPTION |
Closing Date 2020/10/15
Reference Number DBS200928-1
Job Title Administrative Assistant (AWHF)
Job Grade 10
Job Type Classification Contract
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
This position is an initial one (1) year fixed term contract. Under the direct authority of the Director of the Fund, and the direct supervision of the Head of Administration, the incumbent shall be responsible to carry out general office administration duties in the office of the Director and the AWHF team.
Technical outputs.
Front Desk operation:
1. Attend to visitors
2. Distributing and collecting of internal documents for the office
3. Send, receive and sort daily mail/ deliveries/couriers
4. Assist with general administration duties. Perform basic administrative and secretarial duties including typing, general documentation, filling, faxing, photocopying, telephone screening, organizing appointments for staff, scheduling meeting with partners.
5. Manage the Director's diary/ official emails and related tasks
6. Assist in monitoring AWHF activities
7. Organize monthly team meetings and venue booking
8. Processing of travel requests and related tasks i. Liaise with legal department (DBSA) on contracting.
Records Management:
1. Assist in maintaining proper inventory, filing and recording systems, keeping the administrative files up to date
2. Manage and ensure proper internal communications system
3. Manage the booking for meeting rooms/venues
4. Manage the Director's dairy and related matters
Key Responsibilities
Procurement:
1. facilitate corporate functions
2. Prepare order forms on behalf of the company
3. Monitoring of office supplies and order stock
Human resource:
Assist in the monitoring and managing of time and attendance of staff in accordance with prevailing rules and regulations, including administering the leave calendar
Key Measures/KPIs
1. Pro-active, accurate and efficient in administrative duties performed in the office of the Director and the AWHF team.
2. Efficiency in AWHF operations.
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| REQUIREMENTS FOR THIS JOB |
MINIMUM REQUIREMENTS
1. Diploma in Office Administration or an equivalent qualification
2. 3 – 6 years demonstrated experience in office administration and secretarial
Desirable Requirements
1. Communicate in English. Knowledge of French will be an added advantage.
EXPERTISE & TECHNICAL COMPETENCIES TECHNICAL COMPETENCIES:
Written & Verbal Communication
1. Writes clearly and concisely simple work related documents.
2. Expresses simple ideas clearly in writing.
3. Understands enough to independently handle most tasks in this area most of the time but is supplied with direction for work objectives.
4. Able to explain procedures, or familiar concepts, adapting the words or explanation to suit the person or the situation.
Computer Literacy
1. Consistently uses relevant office software products such as word-processing, spreadsheet, presentation, and email packages to an acceptable standard for the job.
2. Has the ability to use standard and/or program-specific the organisation databases, and merge / import data from one program to another.
3. Adapts method of working to accommodate changes in the technological developments.
Stakeholder Management
1. Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.
2. Implements solutions, then evaluates the effectiveness and efficiency of solutions.
Problem Solving
1. Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.
2. Implements solutions, then evaluates the effectiveness and efficiency of solutions.
Planning and Organising
1. Uses time management procedures effectively.
2. Can exercise independent judgement regarding all planning and organising issues.
3. Uses specialised software to plan and manage own time. Plans and manages multiple priorities and deadlines
REQUIRED PERSONAL ATTRIBUTES
Behavioural Competencies:
Achievement Orientation
1. Delivers work on time and quality and follows through on agreed commitments.
2. Views new work experiences as an opportunity for growth.
3. Reacts immediately to overcome setbacks or/and obstacles in order to meet goals. Recognises and acts upon current opportunities.
4. Makes specific changes to systems and processes in order to improve efficiency and quality.
5. Formulates own objectives and action plans in order to achieve a measurable improvement in the future.
Attention to Detail
1. Double-checks the accuracy of information or work.
2. Ensures that the work produced doesn’t contain any errors.
Conceptual Thinking
1. Uses knowledge of theory or of different past situations to look at current situations.
2. Applies learned concepts across various situations.
Decisiveness
1. 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.
2. Thinks on their feet when necessary.
Self-Awareness & Self-Control
1. Feels impulse to do something inappropriate and resists it.
2. Resists temptation to act immediately without thinking but does not take positive action.
3. 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).
Teamwork & Cooperation
1. Values and utilises the expertise of colleagues, asking for ideas and input and collaborates to form decisions and plans.
2. Willingly learns from others.
3. Creates opportunities for knowledge and expertise sharing between all members of the team.
Customer Service Orientation
1. Makes self fully available, especially when the customer is going through a critical period.
2. Requests on-going feedback from customers and takes action in response to it; manages to retain and capitalize on existing customers.
3. Takes the “extra step” to resolve customer issues appropriately, even in the case where they do not fall under own area of responsibility.
4. Is aware of the level of service offered by the competition and provides more for customers than they expect.
Integrity
1. Publicly admits having made a mistake.
2. Speaks out when it may hurt a trusted relationship.
Strategic & Innovative Thinking
1. Feels impulse to do something inappropriate and resists it.
2. Resists temptation to act immediately without thinking but does not take positive action.
3. Feels strong emotions (such as anger, extreme frustration, or high stress) and holds them back. Does not do anything but restrain feelings (does not act to make things better).
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English 
FRENCH
