JOB PROFILE.
DIVISION
JOB TITLE
KEY PURPOSE
STATEMENT
DEPARTMENT
GENERAL ADMINISTRATION
MANAGEMENT ASSISTANT.
To provide an office administration support to management in order to achieve a coordinated and
organised work environment.
WORK
RESULTS
PERFORMANCE
INDICATORS.
WORKPLACE
CONTEXT.
COMPETENCIES
Key
Responsibilitie
s
Specific Outcomes
Assessment Criteria
Range of
Variables
Skills, Knowledge
and Attributes.
1.
ADMINISTRATION
OF SWITCHBOARD,
FAX & SCANNER.
1.1. Professional
interface.
1.2. Controlled
switchboard operation in
line with business
requirements.
1.3. Customer queries
referred to and attended
by the right people in the
office.
1.1.1. Proficiency with the
equipments
1.1.2 All outlets are in
workable conditions and
repairs are done in time
1.2.1. External clients and
business partners have
easy access to staff at
Head Office.
(Access must be in
accordance with business
requirements)
1.3.1. No major complaints
from outside callers which
can damage the image of
the organization.
1.3.2. No unresolved
queries due to nonattendance.
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The required
infrastructure and
service providers are
in place.
KNOWLEDGE.
Policy and Standards.
2. Knowledge of the
medium of expression.
Staff Availability.
1. Secretarial
knowledge (Advanced)
SKILLS.
Technical problems.
1. Customer and
Professional etiquette.
Customer
Expectations
2. Good Communication
Skills.
(Verbal , written and
listening)
3. Interpersonal Skills.
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2. MANAGEMENT
SUPPORT.
3. OFFICE
ADMINISTRATION
AND
HOUSEKEEPING.
1.4. All TTCL and
Vodacom bills and
queries and timely
handled and paid
2.1. Safe custody of
documentation – files and
cabinets.
2.2. Arrange
appointments, meetings
and visit schedule.
2.3. Organise both staffs
and visitors airport
pickups, hotel
accommodation and
flights bookings or
reservations
3.1. Controlled office
environment
3.2. Clean and safe office
environment.
3.3. Supervised
outsourced teams
3.4. Controlled purchases
of consumables and
sundries.
3.5. Managed front office.
(non-attendance – not
referred to the right
person)
1.4.1. No complaint and
operational in each month
2.1.1. No missing
documents.
2.1.1. Establishing and use
of indices filing system
2.2.1. No missed
appointments, meeting or
visit scheduled.
2.3.1. No missed pickup,
reservation, or flight.
ATTRIBUTES.
1. Expressive.
INTERNAL SUPPORT.
2. Good listener /
Patient.
3. Organised.
4. Honest.
KNOWLEDGE.
Switchboard Operation.
PROFESSIONAL
ENVIRONMENT.
3.1.1. Standard office
requirements met.
3.2.1. Office environment is
maintained in line with
business standards.
3.3.1. Outsourced teams
perform their work as
required by the business.
3.4.1. The purchasing of
perishables is in line with
business requirements.
3.4.2. Ensuring staff meals
arrives in time in all
working days.
3.5.1. Internal and external
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Knowledge of different
staff roles.
Basic knowledge of the
business.
SKILLS.
Communication. (ability
to communicate
verbally and nonverbally with people
with different needs)
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4. MAIL
ADMINISTRATION.
3.6. Processing of both
Strategis medical for
staffs and handling staff
bus issues.
4.1. Controlled
distribution of mail.
4.2. Outside written
communication vetted for
quality.
5. MANAGEMENT
OF MD OFFICE
4.3. Scan letters or
documents are sent via
emails
5.1. Movement of
cheques, LPO, and
invoices to and from MD
for approvals.
5.2. Support to ensure
utility, rents, work
permits, passports, local
driving license, visas,
LoA, are in order
5.3. Ensure receipted
feedback on the
performance of the office
reception area.
3.6.1. Zero complaints
4.1.1. Mail register is
maintained and kept up-todate for both incoming and
outgoing mails.
4.1.2. Back up/Dump CD is
periodic prepared and sent
to CTO.
4.1.3 Liaison with DHL and
all other courier for smooth
deliveries and pickups of
mails.
4.2.1. Communication to
outsiders complies with
Engen’s professional
standards.
4.3.1. Timely and within
confidentiality and
company documents policy
5.1.1. All are tidy and
timely presented and
collected without violating
deadlines.
5.2.1 Zero problems in
these areas.
Computer literacy.
Office Administration
(filling and processing
of documents)
Ability to work with
people at all levels
(good social; skills)
ATTRIBUTES.
Team Player.
Empathy.
Attention to detail.
Reliable.
Integrity ( Consistent)
Assertiveness.
Self-motivated / self
starter.
5.3.1. Timely (as agreed)
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6. ORDERING AND
DISTRIBUTION OF
OFFICE
STATIONERY.
service are timely
claimed for
reimbursement
5.4. MD diary exist,
updated, and accurate on
both hard copy or outlook
5.5. All company
meetings/hearings
minute are signed, and
well kept in file.
6.1. Controlled purchases
and distribution of
stationeries
6.2. Upkeep and
maintenance of
stationery store room
6.3. Supervise
requisition, ordering, and
purchase of all office
stationeries
7. PROCUREMENT
SUPPORT
8. EVENTS
MANAGEMENT
7.1. If required, obtain
quotations / perform
tender process & select
Supplier.
8.1. Coordinated
corporate events and
functions.
and without reminder.
5.4.1. Always, and without
a reminder.
5.5.1. Accurate capture of
all relevant facts mentioned
and signed.
6.1.1. Right and of good
quality products are
delivered and distributed
fairly as per accurate
needs.
6.2.1. Stock cards are kept
for ease of administration.
6.2.2. Stocks are timely
replenished without stocks
out.
6.3.1. According to
company procurement
policy
6.3.2. Each staff has valid
ID etc.
7.1.1. Create Purchase
Order and secure signature
of LOA manager.
8.1.1. Corporate events
take place in line with
requirements (company
and stakeholders).
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EPTL 2013