Council for Geoscience: Unit Administrator – Knowledge Management

Job Description:

The Council for Geoscience is a key component of the National Science and Technology System. It undertakes geoscientific research and provides geoscientific services to a variety of clients, including the state. The clientele base is national throughout the SADC region, and further afield, including North Africa, Asia and South America. We invite applications for the positions as listed below.

Job Title: Unit Administrator – Knowledge Management
Peromnes Grade: P11 (R 406 452, 43 CTC Per Annum)
Location: Head Office (Pretoria)
Reporting Line: Knowledge Management Manager

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Overall Job Purpose: To provide administrative support and assistance to the Knowledge Management Business Unit and staff in order to enable the achievement of the deliverables for the Business Unit.

KEY RESPONSIBILITIES:

  • Business Unit Administration and Office Support
    • Rendering of effective administration and office support services in the Business Unit.
    • Act as first point of contact for internal and external clients and contacts via telephone (call handling) and electronic e-mail.
    • Maintain an effective filing system for ease of tracking and retrieval of documents.
    • Develop a database of contacts and updates regularly to ensure current information.
    • Coordinate approval processes and tasks for other departments and sections.
    • In consultation with the Knowledge Manager, draft correspondence on behalf of the Unit.
    • Prepare and type correspondence, minutes, reports, and other documents as required.
    • Provide secretarial support for committees and forums chaired by the Knowledge Manager.
  • Meeting Coordination
    • Manage the diary of the Knowledge Manager, set up meetings, and manage all correspondence relating to diary management and scheduling of meetings accordingly.
    • Proactively monitor and appropriately manage responses to all meeting invitations.
    • Schedule meetings and secure an appropriate venue for the BU.
    • Prepare agendas with inputs from meeting participants.
  • Travel Administration
    • Act as a travel coordinator and liaise with the contracted travel agency.
    • Make travel arrangements for the staff and the manager i.e. transport, accommodation & flights.
    • Ensure adherence to travel policy requirements in terms of class of travel and types of accommodation.
    • Correspondence, records, and documentation management
    • Maintain an effective filing system for ease of tracking and retrieval of documents.
    • Develop a database of contacts and updates regularly to ensure current information.
    • Handle all incoming & outgoing correspondence.
    • Establish and maintain an efficient and effective correspondence and document management system.
  • Procurement
    • Preparation and submission of requisitions for purchase orders and invoices.
    • Sourcing of quotations via RFQ processes.
    • Raise purchase orders for required services and requests authorization from Manager prior to forwarding to Supply Chain Management (SCM).
    • Keep track of orders issued and the receipt of purchased goods, invoicing and payments.
    • Ensure compliance and adherence to CGS procurement processes.
  • Finance Management
    • Obtain costing information for events to assist Managers in budgeting and forecasting
    • Process S & T claims for the BU.
    • Application of standard procedures for all financial transactions to ensure compliance to policy and the PFMA (Public Finance Management Act).
    • People Management (Learning and Development)
    • Compile and submit own Personal Development Plan.
    • Participates in relevant and application training courses, workshops.
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KEY PERSONAL ATTRIBUTES:

  • Ability to exercise discretion in dealing with confidential or sensitive matters.
  • Confident and able to work on own initiative with limited supervision.
  • Excellent verbal and written communication.
  • Teamwork and collaboration.
  • Problem-solving and report writing skills.
  • Good telephone etiquette.
  • Team player.
  • Attention to detail.
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QUALIFICATION, KNOWLEDGE, AND EXPERIENCE:

  • Grade 12.
  • National Diploma in Office Administration or equivalent qualification.
  • 3 -5 years’ working experience in Office Administration and/or Secretarial duties.
  • Experience and understanding of general administration and office support practices.
  • Must be computer literate in MS Office.
  • Knowledge of Supply chain management process.
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How To Apply…

The Council for Geoscience is committed to Employment Equity and diversity. In accordance with the Employment Equity prescripts, preference will be given but not limited to candidates from under-represented designated groups. Females and people from previously disadvantaged groups and sectors are encouraged to apply.

If you meet the above requirements and wish to apply, please send your application to careers@geoscience.org.za . Please quote the position title (Unit Administrator: Knowledge Management) as a reference when submitting your application.

Correspondence will be limited to shortlisted candidates only. If you have not been contacted within eight (8) weeks after the closing date of this advertisement, please accept that your application was unsuccessful.

All appointments are subject to vetting processes. Appointments are subject to positive vetting results. The processing of your personal information by the Council for Geoscience will be done in accordance with the POPI Act 4 of 2013

Applications submitted on CGS social media platforms will not be considered.

Closing Date: 19 April 2022

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