Purpose of the job

Purpose of the job:

The position exists within the Stakeholder Management and Campaigns Unit and provide administrative support to the Stakeholder Management & Campaigns unit

Key Responsibilities:

• Attending, recording and transcribing minutes of the SANAC Trust committees (e.g. Nerve Centre, RMC, PRC, Legal and Human Rights TTT, Civil Society Forum and any other meetings as required
• Ensuring appropriate logistics and maintaining of organisational calendar of important meetings
• Formatting, editing, printing, compiling and uploading minutes to the SANAC Trust website in a timely fashion
• Planning, coordinating and scheduling organisational meetings
• Preparing and distributing meeting agendas
• Disseminating actions/resolutions emanating from meetings within one week
• Taking and transcribing minutes and distribute to attendees within two weeks of a meeting
• Arranging teleconference meetings as and when required
• Following up on actions/resolutions emanating from meetings
• Booking venues for all meetings
• Preparing and distributing meeting packs to attendees
• Developing and maintaining an effective document management/filing system (electronical and manual)
• Making relevant documents available for scheduled meetings
• Photocopying and collating of official documents
• Ensuring proper filing of minutes of meetings
• Drafting letters and documents from dictation or instructions
• Verifying expenditure against invoices and meetings conducted and submit to Unit Manager
• Performing any other administrative/secretarial duties as and when required

Qualification, Skills and Experience

• National Diploma in Administration, Business Administration, Secretarial Studies or related field. Bachelor’s Degree in a related field will serve as good advantage.
• 4- 5 years of relevant Administrative and Secretarial experience
• 5 years of exceptional experience in detailed minute taking
• Experience in working in an NGO environment will be advantageous.
• 5 years in administration, events management, public relations or any related field
• Typing speed of approximately 65 words per minute
• Experience either shorthand or speedwriting
• Proficient computer literacy with advanced levels in MS Word, Excel, Power point and Outlook – Certificate in MS Office or Communications is an advantage
• Excellent written and oral communication skills
• Ability to communicate in at least 3 South African languages
• Attention to details and be able to multitask
• Track record of successful interactions with a wide range of stakeholders
• Understand and align stakeholder expectations
• Strong demonstrated ability to work in a team environment on highly collaborative projects
• Project management skills, organisation and time management skills
• Ability to work independently as well as taking a supportive role within a team
• Assertive and confident
• Excellent interpersonal skills
• Driving with a valid driver’s licence is a must
• Ability to travel as and when required