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Job Summary
Provide administrative support for the JET Office Secretariate, Programme leads and other specialist staff. Possible for providing administrative support to the team to ensure efficient running of the office. To assist the team through planning and coordination of information in order to optimize workflow procedures in the team. To be the point of reference for all queries, requests or issues and be an integral part of the unit. Serve as personal administrator to Programme leads (if required ) QUALIFICATIONS: Matric NQF 6 qualification or higher in relevant field (Commerce, Social Science) INTERNAL / OPERATIONAL PROCESSES  Preparing agendas for meetings (7 days before meetings) Preparing and sending out meeting minutes (within 7 calendar days of meetings) Assisting with preparation of annual meeting calendar(s). Coordinate diaries internally and externally to achieve meetings set out by the meeting calendar. Assisting Secretariate and program leads with managing their calendars and itinerary for meetings Administrative support for travel claims, internal and external meetings, events Undertakes ad hoc functions associated with meetings, contracting, governance, Preparation of documents for internal and external distribution which incl. not limited to grammar and spelling, formatting, printing, binding etc. Undertakes ad hoc functions associated with meetings, contracting, governance, Preparation of documents for internal and external distribution which incl. not limited to grammar and spelling, formatting, printing, binding etc. Continually improves the service provided to internal and external stakeholders Support Workstream lead organisations with admin functions, if required. Assist in the preparation of presentations for meetings Maintain mailing lists and data base of stakeholders Supports technical expert panels/advisory bodies with admin functions Assist with any procurement related activities required by the Programme Assists with preparation work for COP Assist programme office staff to prepare for conferences and meetings Assist programme office with events and functions Manage stationary and office related material Ensure that both manual and electronic filing system is up to date including saving on Docupedia or any applicable filing system. Ensure that an accurate database of all stakeholders is maintained and is up to date including, contact numbers, contact persons, physical and postal addresses, e-mail addresses Carry out any other ad-hoc activities including capturing requirements and any other administrative duties effectively and efficiently. Efficient and Service Excellency to be provided to both internal and external stakeholders  TECHNICAL/FUNCTIONAL COMPETENCIES MS 360 suite (MSword, MSExcel, MSPowerpoint, MSTeams) Other virtual meeting platforms (Zoom, Google, etc.) Data management and dashboards Attention to detail Excellent time management Ability to multi-task Good verbal and written communication skills BEHAVIOURAL COMPETENCIES Interpersonal skills Good ethics, integrity and high level of professionalism Confidentiality Organized and persistent, with drive and determination to achieve goals. Effective, versatile and action-oriented.    CUSTOMER FOCUS STAKEHOLDER MANAGEMENT Provide professional administrative support to the team, Provide an efficient customer service to both internal and external customers LEARNING, LEADERSHIP PEOPLE GROWTH Take ownership for own personal development. Solutions Driven, Accountability and Innovativeness
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