– Joburg City Parks and Zoo

Location:  Johannesburg, Gauteng

Salary: R 17,314.77 – R 23,373.84 Per month

Employment Type: Permanent Position

Reference Number: AO27072024

About the Post

Johannesburg City Parks is seeking a meticulous and proactive Admin Officer to support their Manager and ensure the efficient functioning of their office. This pivotal role involves a range of administrative tasks designed to keep the office running smoothly and support the Manager in various professional capacities.

Key Responsibilities:

• Visitor Management: As the first point of contact, you will welcome and assist visitors meeting with the Manager, ensuring a professional and welcoming experience.
• Diary Management: Organize and maintain the Manager’s diary, scheduling appointments and meetings to maximize the Manager’s productivity.
• Communication Handling: Manage incoming calls, emails, inquiries, requests, faxes, and post. You will often correspond on behalf of the Manager, ensuring clear and effective communication.
• Documentation Management: Execute the typing, distribution, and filing of documents. Ensure timely booking of boardrooms and meeting venues to facilitate smooth and organized meetings.
• Event Coordination: Coordinate and support special activities such as interviews, workshops, and other departmental events. Arrange catering for management functions as required.
• Meeting Support: Organize and attend meetings with the Manager when necessary, taking detailed minutes and coordinating follow-up actions with relevant stakeholders.
• Stakeholder Coordination: Update and manage the list of staff contact details. Liaise with the Head Office on matters related to Finance, Human Capital, and Communications.
• Office Systems Management: Devise and maintain an efficient office system for data management and filing. Oversee the acquisition of office supplies, telecommunication systems, office facilities, and records storage systems.
• Travel Coordination: Manage transport arrangements, visas, accommodation, and tickets in coordination with the Travel Coordinator to ensure efficient execution of duties.
• Office Administration: Arrange and schedule departmental training and wellness events as directed. Compile attendance registers, timesheets, leave requests, and approvals for the region depot.
• Financial Management: Manage the depot office’s petty cash float and monitor office administration operational expenditure. Initiate the procurement of office supplies following JCPZ policies and procedures.
• Reporting and Documentation: Collate information from Managers and Specialists within the department. Check grammar and formatting of reports to ensure consistency and attention to detail. Produce documents, brief papers, reports, and presentations as directed.
• Confidentiality: Maintain the confidentiality of all reports and support provided to the Manager, ensuring safe and secure record-keeping.

The successful candidate will have a keen eye for detail, excellent organizational skills, and the ability to manage multiple tasks efficiently. This role is ideal for someone who thrives in a dynamic environment and is committed to supporting the Manager and the department effectively. If you are a dedicated professional with a strong background in administrative support, we encourage you to apply and join our team at Johannesburg City Parks.

Requirements:

• Matric/ Grade 12  
• Diploma in Secretarial/Admin or equivalent NQF level 5 qualification  
• 2 – 3 years general administration experience.

Applications must be sent to:

Email CVs to: talentmanagement@jhbcityparks.com

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Quote the reference number on the subject; failure to adhere to the given instruction will result in disqualifying your application.

Contact for Enquiries: 011 712 6601/ 6668

Closing Date: 30 August 2024