Office Manager 1

The South African National Biodiversity Institute (SANBI) is looking for an enthusiastic, dedicated, professional and responsible person who will act as a first point of contact when dealing with correspondence of emails, phone calls and liaising with clients. Managing diaries and organizing meetings and appointments and note taking. Controlling access to their executives. Booking and arranging travel, transport and accommodation.

This position requires a national diploma in Office Management, Public Administration or equivalent qualification at NQF 6 with 4 years of work experience in the relevant field or a degree in Office Management, Public Administration or equivalent qualification at NQF 7 with 2 years of work experience in the relevant field. A postgraduate degree in Office Management, Public Administration or equivalent degree at NQF 8 will be an added advantage.

The following competencies are required for the candidate to be successful in this position: proven ability to provide secretarial and administrative support to the Office of the Director including ability to manage the diary and make travel and accommodation arrangements; advanced experience in taking minutes of meetings, arrange workshops, arrange meetings, draft agendas, assist with events for national holidays, consider cost and budgetary implications, motivate for service providers and supplies and get quotations, be responsible for internal communication initiatives process invoices, order supplies for groceries for the Office of the Director; comprehensive knowledge and experience of office administration, project administration or coordination and handling of queries from stakeholders; advanced knowledge and experience of legislation, policies, procedures, processes, practices, systems, and frameworks related to office administration, procurement, logistics, project and event management are essential; proven ability and experience to work with diverse team and under pressure whilst being quality, cost, and safety conscious; strict adherence to policies, procedures, processes, governance, compliance, and confidentiality is essential; advanced planning, organizing, interpersonal, and problem solving skills; excellent communication skills at all levels (both verbal and written); excellent computer literacy and experience in the application of software tools including (Ms Word, MS Project, PowerPoint, Excel, Internet and Outlook) will be advantageous. The possession of a valid drivers licence with at least one-year practical driving experience and a willingness to travel is essential.

Key Performance Responsibilities Include

• Execute administrative and secretarial duties for the Office of the Director;
• Manage travel arrangements and logistics;
• Assist with the procurement of good and services;
• Coordinate and arrange meetings and workshops; and
• Take initiative with ad-hoc tasks and assignments
• Only online applications will be accepted accompanied by the CV together with a letter motivating why the applicant should be favourably considered for this position, and certified qualifications confirming that the minimum qualifications are met (applicants lacking evidence of meeting minimum qualifications and relevant experience will not be considered.
• A competency test will be conducted as part of the selection process.
• Applicants must also provide the full names, addresses and telephone numbers and if possible e-mail addresses of at least three references
• Failure to submit the requested information and reference number shall result in your application not being considered.

Persons with disabilities are encouraged to apply. SANBI reserves the right not to fill this position. All applications will be considered with the understanding that, in terms of the SANBI Employment Equity Plan, preference will be given to candidates from the designated groups.