Personal Assistance: GE Human Capital (Hay level 14) (Internal & External)

DIVISION: Human Capital

VACANCY: Personal Assistant: Office of the GE: Human Capital (Hay Level 14) (Internal / External Advert)

SALARY BAND: Hay Level 14

REFERENCE NO: PERSASSIST09

NECSA is a State Owned Company (SOC) in terms of the Companies Act and derives its mandate from the Nuclear Energy Act of 1999 responsible for undertaking and promoting research and development in the field of nuclear energy and radiation sciences and for the commercial exploitation of nuclear technology. NECSA engages in commercial business mainly through its two 100% owned commercial subsidiaries NTP Radioisotopes (Pty) Ltd. and Pelchem (Pty) Ltd. NTP is responsible for a range of radiation-based products and services for health care, life sciences and industry, whilst Pelchem supplies fluorine and fluorine-based products. Further information on NECSA can be obtained from the website www.necsa.co.za.

JOB PROFILE

Manage the Group Executive office effectively and provide administrative support to the Group Executive. This role will coordinate and manage Executive scheduling, prepare and organise important submissions, strategic plans, and support divisional meetings and the preparations of Exco and Board Materials.

KEY PERFORMANCE AREAS

Meetings and Event Management

• Arrange Management Team meetings and internal and/ or external stakeholder meetings as directed by the Group Executive.
• Confirm arrangements for meetings and ensure that the Group Executive is briefed appropriately regarding the agenda for the meetings.
• Identify and arrange suitable meeting venues and conference facilities.
• Draft minutes, agenda and any necessary presentation material.
• Compile and distribute meeting packs in advance to ensure proper preparation.
• Coordinate and organise events such as workshops, strategy sessions; ad hoc visits at Management level as and when needed.
• Follow up on actions emanating from meetings on behalf of the Group Executive

Diary Management

• Manage the Group Executive’s diary effectively and efficiently.
• Assist in prioritising tasks and take proactive responsibility for relevant actions.

Travel Arrangement

• Coordinate both national and international travel arrangements of the Group Executive as and when required.
• Arrange flights, and accommodation accordingly.
• Prepare and reconcile subsistence and travel claims.

• Prepare a detailed and accurate itinerary for the Group Executive

Stakeholder Management

• Engage with EXCO and Divisional management
• Promote a professional first point of contact between the Group Executive, the Executives, clients and stakeholders.
• Provide administrative support to the team and form solid professional relationships.
• Maintain sound relationships with the Board, Executives and other stakeholders internally and externally.
• Attend to internal and external guests/visitors of the Group Executive.
• Liaise with external facilitators or suppliers when necessary

Team Engagement

• Coordinate and prepare for EXCO and Divisional Management meetings.
• Independently draft Divisional Management team meeting agenda and circulate with necessary presentation material.
• Circulate Divisional MANCO agenda and necessary presentation material.
• Capture accurate Management team meeting minutes, circulate, and inputs timeously.
• Provide administrative support and engage with Management team members as and when required.
• Provide accurate and verified information on enquiry from CEO’s Office, Management team meeting and Executive members.
• Interacts with EXCO/ Management team members at the request of the Group Executive.
• Coordinate and organise events such as workshops, strategy sessions; ad hoc visits, etc. as and when required.

Budget and Procurement

• Register suppliers and projects.
• Manages the procurement of equipment and office suppliers according to office needs and policies and procedure.
• Process expenses for meetings arranged and attended.
• Follow-up on purchase orders and payments for the Group Executive’s office.
• Prepare and facilitate Group Executive’s subscription to professional bodies and any other relevant structures in the Science field.
• Input into preparation and co-ordination of the Group Executive’s budget.

General Correspondence

• Prepare sensitive and high-quality documentation, such as: -presentations; accurate reports and general correspondence on behalf of the Group Executive when necessary.
• Process and maintain specialised and comprehensive records.
• Quality assures and resolves discrepancies on all documentation for the Group Executive’s signature to ensure a high standard of outgoing documentation to clients and staff.
• Receive and dispatch documentation and keep a register for in- and out-post.
• Type, edit and compose correspondence, documents, spreadsheets and presentations as required.

  General Office Management

• Manage the Group Executive’s office in his/her absence.
• Manage all queries and directs to appropriate problem solving.
• Ensure that the office is in a position to function effectively on a day-to-day basis.
• Provide accurate and verified information on enquiry by clients in general.
• Assist in simple research tasks as and when needed.
• Screen incoming calls and correspondence; responds independently on behalf of the Group Executive in their absence and re-direct when necessary.
• Design and maintain an effective and systematic electronic and manual filing system to ensure proper maintenance of records and easy retrieval of documents.
• Maintain a daily update of a fully functional filing system where documents and reference materials can be retrieved easily and timeously.
• Provide photocopy; fax; courier services.
• Keep an updated contact list.

JOB REQUIREMENTS

Key knowledge and skills:

• Knowledge and understanding of the company policies and procedures applicable to the specific work environment to ensure that work outcomes are compliant to the policies and procedures.
• A consistent awareness of the requirements that will ensure a safe environment.
• The ability to maintain highly confidential information.
• The ability to coordinate meetings, to keep accurate records of meetings and all other office activities
• The ability to perform the administrative functions attached to a specific job such and manage internal and external correspondence, documentation management and general administration
• The ability to communicate effectively and efficiently at all levels internally and externally
• The ability to utilise the correct computer software and the relevant functionality applicable to the outcomes required, e.g. Microsoft Word, PowerPoint and Excel
• The ability to identify items/actions requiring further action and to follow-up to conclusion,
• The ability to manage time effectively and efficiently in accordance with work priorities to ensure qualitative outcomes.

Competencies:

• Attention to details
• Integrity & Professionalism
• Planning & Prioritisation
• Communication skills

• Collaboration & teamwork

MINIMUM QUALIFICATIONS AND EXPERIENCE:

• A Diploma or NQF 6 Qualification in Secretarial or Administration
• 8 years’ experience as an Executive Assistant / Senior Secretary to a Senior Manager
• Intermediate to Advanced experience in MS Office Suite
• Solid experience with procurement and travel management.

• Office Administration and coordination
• Project Management, will be an added advantage

Closing date: 17 June 2025

ENQUIRIES

Kindly direct any enquiries to Ms. Lebogang Boikhutso on 066 473 5718

Email: [email protected]

Please apply online https://necsa.mcidirecthire.com/External/CurrentOpportunities before the closing date.

Important: Necsa Group is committed to Employment Equity when recruiting. Therefore, priority will be given to black females, people with disabilities and black males in support of achieving our Employment Equity targets.

GENERAL:

Should you not hear from us within 30 days of the closing date, please consider your application unsuccessful.