Paterson Grade: C3
Remuneration: R 490, 941.00 (plus a possible 20% performance bonus)
The Mining Qualifications Authority (MQA) is a Sector Education and Training Authority (SETA) that facilitates skills development under the Department of Higher Education and Training (DHET) and supports mine health and safety under the Department of Mineral Resources and Energy (DMRE) for the mining and minerals sector under Skills Development Act (SDA) 97 of 1998 and Mine Health and Safety Act (MHSA) 29 of 1996, respectively.
The MQA requires the services of a Personal Assistant to the CEO to fill the under mentioned position.
Role Purpose:
To provide administrative support for effective and efficient coordination and organisation for the Office of the CEO.
Key Performance Areas
Personal Assistant duties: Manage CEO’s schedule / diary and monitor the diaries of all Executives that report to the CEO. Ensure that the Office of the CEO always complies with MQA Policies. Confirm and/or co-ordinate the requirements for specific meetings, interacting with internal departments and arranging venue requirements. Maintain accurate, comprehensive, and accessible manual and electronic filing systems. Verify the accuracy, correctness, and quality of all documents for the CEO’s office. Maintain an effective contact management system for the CEO. Perform secretarial services for the Office of the CEO. Plan, procure, implement, manage, and attend all internal or external events inclusive of meetings, workshops, conferences, and promotions as required by the CEO. Plan, procure, implement, and manage all local and international travel arrangements for the CEO and assist with the administration of travel claims. Organise both internal and external stakeholder events i.e., invitations, agenda, hospitality, venue, registration of attendees and associated travel arrangements. Ensure privacy and confidentiality in the office of CEO amendments. Preparation and distribution of relevant meeting documentation.
Corporate Governance: Identify internal risks for the office of the CEO and compile a risk plan for the risks that are identified. Implement internal controls and maintain sound administrative and governance services.
Develop and maintain stakeholder relationships: Manage relations of importance to the CEO, such as DHET, QCTO, and the Board; Act as the initial point of contact for the CEO, in his/her absence, assessing priorities and re-directing calls, enquiries and requests as necessary; Act as liaison between CEO and Executive managers or stakeholders, and public by transmitting directives, instructions, assignments and follow up on the status of the assignments; Receive and screen communications, and provide assistance using independent judgment to determine those requiring priority attention; research and respond to communications as appropriate; Liaise with the delegates of meetings to ensure they are informed of meeting objectives and requirements, e.g., DHET; Provide information to other departments, stakeholders, committees, government authorities and the public where required; Respond and resolve queries to the satisfaction of the affected parties within the scope of authority and/or responsibility; Co-ordinate invitations at Ministerial and VIP level; Liaising with the Board and its committees, when required.
Reporting: Consolidate and submit the monthly reports of the Executive Management to the CEO. Support the CEO by ensuring that all the reporting requirements of the CEO office are submitted timeously, including DHET, QCTO, board submissions, etcetera. Co-ordinate the submissions of Board; EXCO and sub-committees to the CEO. Compile quality reports for the CEO.
Financial Management: Efficiently and effectively manage expense claims and petty cash for CEO`s office. Maintain initiatives aimed at eliminating waste and reduce operating costs within the area of responsibility, Adherence to procurement policies and procedures. Manage the administration budget of the Office Of the CEO.
Produce quality outputs: Ensure all work processes are aligned to the required quality standards. Proactively identify continual improvement strategies. Action agreed quality initiatives ensuring that they are aligned to business unit/tasks/processes/systems. Implement corrective actions identified within specified time.
Key requirements: qualifications, experience, and competencies
Qualifications:
- Secretarial Diploma / Diploma in Office Management/ Administration, Business Administration or Equivalent (NQF Level 6).
- Degree or an equivalent NQF Level 7 qualification in above mentioned fields will be an added advantage.
Experience:
- Minimum of 4 years’ relevant experience in the public or private sector in a similar role.
- Demonstrate experience of MS Office (Word, Projects, Excel, PowerPoint, and Outlook).
Competencies: Knowledge
Project management. Event management. Document management. Travel management. Business Writing. Meeting protocol, secretarial skills, in particular committee minute taking and processing.
Competencies: Skills
- High level of computer proficiency.
- Analytical skills.
- Problem solving.
- Attention to detail.
- Strong organisational skills with the ability to prioritise tasks and meet deadlines in a fast-paced environment.
- Excellent written and verbal communication skills, with a high level of professionalism.
Competencies: Attributes
Strong analytical and technical abilities. Results orientated. Resilience. Integrity. Decision-Making. Self-Management. Flexibility and adaptability to handle changing priorities and work independently. Strong interpersonal skills and the ability to effectively work with individuals at all levels of the organisation.
The candidate should also be willing to:
- Work under pressure inclusive of longer than normal offices hours when required.
- Work with a variety of internal and external stakeholders.
- Travel away from home if/when required.
- Engage in a lifelong learning process relative to the context of the workplace.
Closing Date: 05 February 2024. Late applications will not be considered.
Compulsory Vacancy Application Form: Vacancy Application Form
Interested candidates should submit their applications which shall consist of one page motivation, the Vacancy Application Form, a comprehensive curriculum vitae, certified copies of their qualifications, a valid proof of identification to recruitment@mqa.org.za
NB: The Vacancy Application Form is compulsory and needs to be completed online and not printed out. Applications submitted without the application form will not be considered.
The MQA is an Equal Opportunity Employer; therefore, the filling of the position will be in line with its Employment Equity Plan. Recommended candidates will be expected to undergo a professional competency assessment and vetting processes.
Successful applicant will be required to disclose their financial interest. Should you not hear from the MQA within 4 weeks of the closing date, you must regard your application as unsuccessful.
The MQA reserves the right not to appoint any person for this position.
The MQA is an Equal Opportunity Employer; therefore, the filling of the position will be in line with its Employment Equity Plan.
Recommended candidates will be expected to undergo a professional competency assessment and vetting processes.
Successful applicant will be required to disclose their financial interest.
Should you not hear from the MQA within 4 weeks of the closing date, you must regard your application as unsuccessful.
The MQA reserves the right not to appoint any person for this position.