job description - Personal Assistant (Executive Manager: Monitoring And Analysis)
- The purpose of this job is to provide clerical and administration support to the Executive Manager.
Key Performance Ares Includes:
- Manage the Executive Manager diary and schedule appointments and any other requests made from time to time.
- Receive visitors for the Executive Manager and make all arrangements for their participation in the meeting.
- Facilitate visitor’s security clearance, parking, document preparation etc.
- Make arrangements for meetings, e.g. venue bookings, refreshments and prepare documents.
- Answer and screen telephone calls and handle telephonic requests and queries.
- Maintain a database of all contacts details with whom the Executive Manager has a relationship with.
- Liaise and maintain an effective communication with internal and external stakeholders (e.g. Law enforcement agencies, supervisory bodies and various government and international institutions).
- Maintain records in line with FIC records management policy.
- Ensure that all documents (letters, submissions, working papers etc.) relating to the Executive Manager are registered on the electronic document tracking system.
- Follow-up on issues arising in documents, minutes including acknowledgement of receipt.
- Draft correspondences, reports and documents.
- Handle all documents with appropriate security and utmost discretion.
- Prepare and submit timeously all claims in relation to travel, telephone and cell phone use, any other expenses derived from FIC work undertaken by the Executive Manager.
- Identify stationery requirements and procure in line with the SCM and Finance policies.
- Take minutes in meetings on request.
- Keep various registers and databases up to date.
- Maintain an update Curriculum Vitae of the Executive Manager and other material for use in conferences, interviews, etc.
- Ensure that the Office of the Executive Manager is at all times kept cleaned and in good condition.
- Facilitate for regular receipt of newspapers, journals and magazines and any other literature or items, which might be required from time to time.
- Ensure strict security levels are maintained at all times in the Office of the Executive Manager, including maintaining a strict clean-desk policy in which all documents are appropriately registered and stored in a secure facilities, shredding all unwanted documents.
- Maintain a filing system.
- Coordinate all travel arrangements (both national and international) including programs and meeting agendas, accommodation, subsistence, foreign exchange etc.)
- Perform any other duty as required.
Education, Skills and Experience
- Minimum 5 years of experience as a Personal Assistant
- Diploma or equivalent
- Well organised, able to work with minimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities
- Intermediate to advance Microsoft Office Skills and understanding of the use of the technology and processes related to the position
- Demonstrated exercise sound judgement/common sense
- Demonstrated attention to detail and strong administrative skills
- Proactive and professional with the ability to multi-task.
- Demonstrated ability to work within a team
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The FIC was established to identify proceeds of crime, combat money laundering, and the financing of terrorism and, in so doing, has a primary role to protect the integrity of South Africa's financial system. The Entity was established by the FIC Act 38 o