Affirmative Portfolios Vacancy Application Details.
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The Affirmative Portfolios Jobs Vacancy application form, requirements, eligibility, available positions, qualifications needed, application guidelines, how to apply, closing date, and other important vacancies link are published here on My applications.co.za as obtained from the official Jobs Carriers website/portal.
Affirmative Portfolios Jobs Vacancy
To provide administrative support to the Head to ensure the effective and efficient running of the office and optimal service delivery.
Role Content
The following list of Key Performance Areas (KPA) and activities are not exhaustive. The company may instruct the employee at any time to carry out additional duties or responsibilities, which may fall reasonably within the ambit of the job, or in accordance with operational requirements.
KPA: What the area of responsibility includes
Role Activities: What activities and related outputs that are required to implement the KPA
Weight: What amount of time is reasonably spent on the implementation of the KPA
KEY PERFORMANCE AREA
Key Performance Area/Role Activities/Weight
- Provide relevant office administrative duties relating to the receiving of telephone calls, correspondence and emails.
- Treat information and documentation as private and confidential, and only disclose to any parties through the Head’s approval.
- Provide general administrative support to ICT & Knowledge Management as required.
- Ensure that all communications and information for ICT & Knowledge Management are directed to the relevant parties, accordingly.
- Coordinate all administrative arrangements for relevant ICT & Knowledge Management sessions as required (including logistical arrangements, booking of meeting rooms, etc.)
- Prepare non-routine and routine correspondence and proofread relevant documents before circulation.
- Perform special duties as directed by the Head, including the collation and summarization of information.
- Assist with the compilation of relevant documents for the Head.
Functional Management (70%)
- Prepare agendas, documents and meeting packs for agreed-upon meetings.
- Maintain the relevant filing and record management system for ICT & Knowledge Management and other office flow procedures to ensure easy retrieval of records.
- Ensure that all in scope documents are filed, managed and updated appropriately.
- Ensure that all information relevant to ICT & Knowledge Management is provided and directed accordingly to the relevant parties.
- Coordinate the logistical arrangements of relevant ICT & Knowledge Management meetings and sessions in an effective and efficient manner and ensure the documentation is distributed to meeting delegates.
- Receive and direct guests for relevant meetings and sessions in a professional manner.
- Collect and prepare all printed materials as required for meetings and sessions where necessary.
- Conduct weekly stock controls and maintain appropriate levels for common materials and resources utilised by ICT & Knowledge Management. Notify Head to replenish stock as necessary.
- File, update and manage all documents appropriately as per standard operating procedures.
Risk and Compliance Management (10%)
- Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
- Support and provide evidence to all internal and external audit and regulatory requirements.
- Maintain quality risk management standards in line with ISO requirements.
- Maintain and enforce all related Service Level Agreements to minimize business risk and ensure business continuity.
- Review related Standard Operating Procedures in consultation with the Managers and Executives to ensure business optimization.
- Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organization.
Stakeholder Management (20%)
- Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation
- Actively liaise and build relationships with clients and service providers so as to ensure that the service standards are met appropriately.
- Uphold the image of the office of the Head in all interactions with stakeholders.
- Coordinate the flow of information, providing a central point of contact for internal and external customer’s queries and/or complaints.
- Convene and attend meetings and present relevant information to relevant stakeholders when required.
- Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders.
ROLE REQUIREMENTS
QUALIFICATIONS AND SPECIAL CERTIFICATIONS/REGISTRATION
REQUIRED NQF LEVEL
Diploma in Office Administration, Office Management or a related field 5
EXPERIENCE:
REQUIRED LEVEL: Operational Level, Supervisory Level, Managerial Level, Senior Managerial Level, Executive Level
- 1 – 2 years relevant work experience Operational Level
- Proven track record in executing Head level administrative functions Operational Level
- Proven track record in report writing and presentation formatting Operational Level
- Must have an understanding of invoicing, requisition ordering and basic procurement protocols Operational Level
REQUIRED
LEVEL: Entry Level, Intermediate Level, Advanced Level, Expert Level
- Relevant legislation and regulatory frameworks Intermediate
- Risk and Compliance Management Intermediate
- Technical problem-solving Intermediate
- Relevant Systems Intermediate
- Computer Literacy Intermediate
- Office administration protocols Intermediate
- Meeting protocols and etiquette Intermediate
- Events coordination Intermediate
REQUIRED DESCRIPTION
Communication
- Conveys knowledge and credibility with effective structuring of ideas, opinions and information, in writing and speaking. Listens carefully to the content of information being conveyed; asks clarifying questions to ensure
- understanding of others’ messages.
- Results Orientation Demonstrates a positive attitude while focusing on
- completing tasks or goals. Delivers quality results on time.
- Customer Focus Works collaboratively with customers to determine their
- needs and identify appropriate solutions. Ensures that customers and decision-makers are influenced.
- Quality Focused Follows established procedures reliably and delivers work
- to defined standards of quality. Insists on thoroughness, timeliness, and accuracy of output.
Team Work
- Leverages others’ expertise, and shares information and best practices to optimize work results. Encourages others and offers guidance and support to others when assistance is required.
Personal Drive
- Pursues achievement of goals with energy and enthusiasm. Seeks new experiences and challenges. Is aware of personal strengths and weaknesses and seeks self-improvement. Remains determined in the face of obstacles or pressure.
Planning and Organising
- Establishes and uses effective procedures and systems to monitor and track activities to ensure successful achievement of goals and projects. Identifies and articulates potential risks or problem areas in plans.
Problem Solving
- Demonstrates resourcefulness by exploring a range of alternatives and options to resolve problems. Quickly recognizes new problems and develops solutions within appropriate time scales
Decision-Making
- Uses available information to make balanced decisions and commits to a course of action within the necessary time frame.
Building Relationships
- Frequently initiates and pursues professional relationships. Works well with others in achieving goals and building productive relationships.
Please Note – If you do not receive any feedback within One Month, please consider your application as unsuccessful.
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