Job Details

JOB PURPOSE

To provide comprehensive administration and support services to management and staff of the Compliance and Prevention Division of the Financial Intelligence Centre.

KEY PERFORMANCE AREAS

• Coordinate and arrange meetings, prepare meeting packs, and take minutes
• Consolidate and prepare operational mid-month and end of month reports as required
• Administer HR related documents for the Division including leave, performance agreements, training documents etc.
• Perform all administrative functions related to Finance documents including travel claims, telephone and cell phone usage, invoices etc.
• Perform all administrative functions relating to procurement (prepare requisitions, liaise with the Supply Chain Management etc.) in the Division
• Manage and maintain the filing system and document tracking system in terms of the FIC records management policy
• Recording of all outgoing and incoming correspondence and issuing of reference numbers for correspondence and follow up to ensure timeous signoff of documentation
• Administer and maintain operational registers e.g. incoming and outgoing correspondence register, document tracking registers, strategic and operational registers etc.
• Ensure office equipment are in working order and logging calls with ICT to report any malfunction
• Assist with maintaining and managing Divisional assets
• Coordinate and make travel arrangements
• Typing, scanning, photocopying and binding of documents as requested
• Assist administration staff with work overflow and relief when required
• Assist new employees with access cards, parking, and stationery
• Screen calls and take messages for managers
• Provide general administrative support to manager and staff

EDUCATION, SKILLS AND EXPERIENCE

• Matric
• Diploma in Administration preferred
• 2 Years relevant administrative experience
• Excellent communication skills (oral and written)
• An intermediate to advanced level of computer literacy, including MS Word, MS Excel, MS PowerPoint, and Outlook