| JOB NAME |
Personal Assistant: Project Preparation (Midrand)
POSTED BY: Development Bank of Southern Africa
REF:DBSA 159
Date Published:Tuesday, May 11, 2021
Date of Expiration:Sunday, November 7, 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 |
| Full-Time |
| MAIN JOB DESCRIPTION |
Closing Date 2021/05/18
Reference Number DBS210504-1
Job Title Personal Assistant: Project Preparation (Midrand)
Job Grade 12
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location – Country South Africa
JOB DESCRIPTION
The purpose of this role is to provide high level secretarial and administration support to the Group Executive: Project Preparation. The DBSA Mandate, Vision and Mission is underpinned by its core values: High Performance; Integrity; Innovation; Service Orientation; Shared Vision.
KEY RESPONSIBILITIES
Technical Outputs:
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 Operations Specialist
14. Undertake other tasks as assigned by the Executive Manager, from time to time
Key measurements of outputs.
1. Efficiencies in diary management.
2. Efficiencies in document flow management.
3. Pro-activeness in managing the GE’s Office.
Key Internal Liaison Relationships
1. GE: Project Preparation
2. Project Preparation Division Team
3. DBSA Executive Management
4. DBSA key stakeholders.
Key External Liaison Relationships
1. DBSA Clients.
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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:
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 programme-specific the organisation data bases and merge / import data one programme to another
3. Adapts method of working to accommodate changes in the technological developments
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 judgement regarding all planning and organising issues
3. Uses specialized software to plan and manage own time d. Plans and manages multiple priorities and deadlines
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
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