Provide efficient and confidential administrative support to the Chief Information Officer, and general administrative support to all areas of the ICT division to facilitate achievement of operational objectives. This service ensures the smooth running of the office of the Chief Information Officer through liaison with internal and external stakeholders, arranging and attending meetings or divisional events, taking minutes, arranging travel requirements, procurement and preparing the necessary documentation or reports.

KEY PERFORMANCE AREAS (KPAS)

KPA 1: Plan, Coordinate and Manage the Chief Information Officer Office and Related Business for the ICT Division
KPI
1.1. Manage and coordinate all functions in the office of the Chief Information Officer and ensure the division runs smoothly.
1.1.1. Maintaining utmost confidentiality on all matters relating to strategic issues and any other topics dealt with at Management level.
1.1.2. Manage the Chief Information Officer's diary effectively.
1.1.3. Screening of incoming telephone calls for Chief Information Officer office and handling most of these calls on his/her behalf in a knowledgeable manner.
1.2. Determine annual schedule and workplans of the various divisional meetings and agree these with the Chief Information Officer and relevant stakeholders.
1.3. Coordinate meetings including all logistical arrangements, collation of reports and obtaining necessary information to compile agendas and ensure timely distribution.
1.4. Manage meeting minutes and action items by compiling accurate, proofread minutes not later than 10 working days after each meeting adhering to Quality standards with regards to format, layout, record keeping and timely distribution.
1.5. Develop and implement procedures and systems to achieve productive and efficient office operation by planning and organising activities according to agreed priorities.
1.6. Promote a good relationship between ICT Management and internal staff at all levels and ensuring that the correct channels of communications are adhered to.
1.7. Arrange and coordinate all aspects of local and international travel and accommodation for the Chief Information Officer and areas within the ICT Division in accordance with the relevant travel policies and procedures within SANBS.
1.8. Ensure that costs in respect of travel arrangements, car hire and accommodation are kept to a minimum whilst establishing and maintaining good relationships with travel agents and other parties by comparing competitive quotes.
1.9. Assist the division with the collation of data for special projects/initiatives when required.
1.10. Communication and correspondence:
1.10.1. Ensure appropriate correspondence is prepared on behalf of Chief Information Officer and ICT divisional Senior Managers according to the required quality and language standards.
1.10.2. All communications and queries handled effectively or redirected appropriately to ensure positive reflection of the Service.
1.11. Outstanding issues followed up with Senior Managers on behalf of the Chief Information Officer to ensure that matters are resolved and concluded.

KPA 2: Improve Internal Processes
KPI
2.1. Document Management (via the SAP system), including initiating revisions of policies and procedures with the relevant ICT document owner, assist with correction, format and upload of revised documents for system approval and release in accordance with SANBS Quality standards.
2.2. Maintain the ICT Organogram, updating it when changes are required and loading it into SAP DMS for approval.
2.3. Consolidate monthly and quarterly divisional reports.
2.4. Coordinate internal and where applicable external stakeholders to ensure efficient and effective execution of activities within the ICT Division.
2.5. Provide general administrative support to ICT Senior Management staff by performing miscellaneous and routine tasks and other job-related duties when required so as to facilitate efficient running of the division.
2.6. Provide administrative support on the Procure to Pay process on behalf of the Chief Information Officer and ICT Senior Managers for OPEX expenditure.
2.6.1. Create shopping carts / purchase requisitions on SAP using correct the material / product, general ledger and cost center codes.
2.6.2. Submit relevant documentation for purchase order processing.
2.6.3. Perform confirmations for items received and / or service entry for services received.
2.6.4. Submit invoices for payment.
2.6.5. Follow up with Finance division to ensure timeous payment is made.
2.7. Maintain a system to monitor shopping carts, purchase orders and payments to suppliers.
2.8. Monitor supplier delivery and performance in accordance with procurement commitments.
2.9. Consolidate the annual divisional demand plan for submission to Procurement.
2.10. Monitor and report on divisional performance against demand plan.
2.11. Handle / manage supplier enquiries and appropriate follow-ups.

KPA 3: Arrangement, Coordination and Management of Meetings/Workshops/Seminars
KPI
3.1. Arrange Operational meetings which include the following, per operational requirements:
3.1.1. Senior Management meetings.
3.1.2. Divisional Management meetings (includes Team Leads).
3.1.3. Divisional Staff meetings.
3.1.4. Business Planning sessions.
3.1.5. Budget Planning sessions.
3.1.6. Teambuilding sessions.
3.1.7. Any other meetings / sessions that may from time to time be compelled by operational requirements, including inter-divisional meetings.
3.2. Plan internal and external meetings
3.3. Prepare meeting documentation.
3.4. Distribute minutes and action list within a reasonable time of each meeting.

KPA 4: Compile Documentation and Data for the Chief Information Officer and ICT Senior Managers
KPI
4.1. Compiling, controlling and maintenance of documentation:
4.1.1. Create and maintain a logical and systematic filing system of all relevant and confidential information and documentation.
4.1.2. Ensure security and confidentiality of all filing procedures.
4.2. Monitor strategic and other projects overseen by the Chief Information Officer and following up on deadlines.
4.3. Monitor Divisional non-conformances and following up with the relevant ICT Management to ensure deadlines are not missed.
4.4. Monitor Divisional audit findings register and follow-up with the relevant ICT Management to ensure deadlines are not missed.

KPA 5: Ensure that Office Administration is Undertaken Efficiently and Effectively
KPI
5.1. Participate in task teams when required & compile briefs and proposals from these meetings for distribution.
5.2. Maintain a comprehensive and confidential filing system.
5.3. Monitor incoming internal or external mail & documents addressed to the Chief Information Officer and takes appropriate action.
5.4. Ensure stationary and any other consumables are ordered and managed on behalf of the ICT Division.
5.5. Ensure office maintenance requests are logged and monitored until fulfilment.
5.6. Assist the ICT Senior Managers as and when required and with approval of the Chief Information Officer.
5.7. Perform relief duties as and when required.

COMPETENCY SUMMARY

Cognitive

• Analytical thinking and attention to detail
• Problem-solving
• Planning, organising and monitoring
• Judgment and decisionmaking

• Ethical behaviour
• Flexibility/Adaptability
• Resilience and stress management
• Self-management

• Customer service orientation
• Conflict management
• Knowledge sharing
• Relationship building
• Teamwork

• SAP Proficient.
• Computer Literacy

• Practical execution management

 

Education

• Grade 12.
• Tertiary qualification in Administration, Commerce or ICT Fields (NQF5 or NQF6) or equivalent.
• Computer Literacy.

Experience and knowledge requirements

• 3 - 5 years' experience in an administrative or personal assistant or executive assistant or related position.
  Advanced computer literacy including Microsoft Office suite (Word, Excel, PowerPoint).
• MS Office suite at an advanced level.
• Minute taking.
  Ideal:
• Experience in the same or similar role within an ICT environment.
• SAP experience.
• Experience working with management structures.
• Familiarity with ICT-related procurement processes and vendor management.

Other (knowledge and skills)

• Handle confidential and sensitive information with discretion and confidentiality, following privacy regulations and company policies.
• Detail-oriented with a focus on quality and accuracy in work.
• Coordination and planning skills
• Excellent written and verbal communication
• Strong organisational and administrative skills
• Ability to multitask.
• Time management and prioritisation skills.