Job Description

JOB SUMMARY:
Responsible for the managing of the server and the documentation relative to all projects.
TASK DESCRIPTION

• Maintaining database and filing system.

• Meeting deadlines
• Keeping the server up to date at all times
• Ensuring that all documentation is filed correctly
• Driving the Auditor General queries and obtaining the relevant information to successfully complete the AG audits
• Complying with all processes and protocols

• Independently obtaining all information required from PSPs, Contractors, etc.
• Handling calendar events, setting up meetings, etc.
• Organizing reports and documents
• Answering phone calls and screening visitors
• Handling office management duties
• Making travel arrangements
• Coordinating and managing the recruitment and onboarding for new employees
• Organizing office events
• Organize department vehicles and bookings
• Manage and update the leave tracker and obtain relevant sick leave notes
• Draft business letters
• Assisting in Tender Documentation
• All other ad-hoc duties required

DELIVERABLES
Needs to be accurate, precise, and correct.

• GENERAL

Any additional administration tasks that may be required from time to time.
The successful candidate will work under the supervision of the Executive.

• KEY DECISIONS THIS POSITION MAKES

• Escalate problems on projects timeously.
• Ensuring the integrity of data collected, collated, and submitted.
• Operational Decisions related to work responsibilities.

• RESPONSABILITIES DELEGATED TO THIS POSITION

• Manage, develop, and sustain effective working relations with internal and external stakeholders.

• KEY AREAS OF COMPETENCE REQUIRED

• Knowledge of CIDB, PROCSA, Fee Scales, consultant's appointments (beneficial).
• Problem Solving by analysing and process information, asking probing questions.
• Communicating Information by being articulate.
• Showing resilience and remaining composed when dealing with pressure.
• Strong Processing skills by being target focused and meeting deadlines.
• Being meticulous, conscientious, and thorough.
• Following Procedures, Protocols, and Instructions.
• Behaving ethically and justly.
• Focused on output.
• Pursuing Goals by striving to achieve outstanding results, being ambitious, persists through difficulties to achieve results.
• EXPERIENCE REQUIRED

• Experience in the construction industry would be beneficial.
• Experience in contracts (JBCC and NEC) administration and financial administration would be beneficial.
• Experience in Project/Programme Management is a bonus.

Minimum experience: 2 years

Skills Required