Career Opportunities: Secretary (28523)

Req Id 28523 - Posted 02/10/2020 - Administration - 2-5 years - South Africa - Forests - Forestry Management - Forestry - Victoria Country Club Estate

Sappi Southern Africa

Forestry - Victoria Country Club Estate

Secretary ( P11 )

Sappi Forestry requires a Secretary to ensure the smooth running of the business by providing a professional administrative and secretarial support to the General Manager – KZN

This role reports to the General Manager - Forests

The main responsibilities of this job are:

Manage, co-ordinate and maintain the diary of the General Manager by ensuring the calendar and diary is updated

Arrange meetings, seminars & conferences by co-ordinating all aspects such as venue, logistics and catering according to management requirements

Attend monthly Management meetings, collate the presentation, compile and distribute agenda and minutes according to agreed standards

Consolidate weekly and monthly reports by receiving individual reports from Management and compile into one report for General Manager for business update purposes

Administer the General Manager action log system and assist with follow-up and close-out

Screen and redirect telephone calls where necessary for the General Manager

Process credit card expense claims timeously as per company policy guidelines and procedure

Provide typing, photocopying, filing and e-mailing support as required

by the General Manager and ensure confidentiality of all discussions and documents pertaining to the business of Sappi

Maintain archive room and liaise with Document Warehouse for archving documents when required

Order business cards through jetline brand management for Forestry personnel as and when required

Generate SAP payment requisitions and ensure that purchase requisitions, order numbers and tax invoices are processed using SAP to ensure that Vendors’ are paid in line with company policy and internal procedures

Add job instructions to generate invoices for security in plantations for timeous payments

Maintain and arrange payments for any subscription services required regarding magazines, periodicals, legal documents and professional

Maintain and upkeep of the VCC office by ensuring high standards are met on a day to day basis for hygiene and safety purposes

Attend office committee meetings to inform the office committee of issues in the building and ensure that concerns are addressed effectively by keeping a checklist of all issues raised

Supervise and ensure that the contractor cleaning services provide the required services as per the service level agreement, and ensure that staff complaints are effectively managed.

Meet with cleaning contract manager monthly to ensure general issues around the office are resolved

Purchase office sundries such as milk, tea, coffee by ensuring that the company procedure is followed and stock levels are maintained

Set up and update Tableau management dash boards

Update weekly management communications on Safety, Production, Quality, Environment and People issues

Assist in maintaining notice boards in office

Arrange all travel requirements for the department on request

Ensure that the administration and payment of travel arrangements is handled in line with the company travel policy

The ideal candidate should have:

Post matric Admin or Secretarial related certificate

Project management qualification/experience will be an advantage

Strong computer literacy with SAP and data dash board management an advantageous

Minimum 3 years relevant experience

Closing Date: 23 February 2020