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EXECUTIVE PERSONAL ASSISTANT & ADMINISTRATOR

Company Human Sciences Research Council
Reference # Exec PA ODCEO-R 12/18
Published 06/12/2018
Contract Type Contract
36 Months
Salary Market Related
Location Cape Town, Western Cape, South Africa
Introduction
In delivering ‘social science that makes a difference’ in South Africa and the region, the Research Programmes of the Human Sciences Research Council initiate and undertake policy-oriented research projects and programmes from its offices in Cape Town, Durban, Pietermaritzburg, Port Elizabeth and Pretoria. Its public-purpose mandate is set out in the Human Sciences Research Council Act of 2008.

The main function of the HSRC is research and the effective communication of its research findings in support of efforts to effect social improvement. The Deputy CEO for Research (DCEO: R) provides leadership and strategic oversight of the activities of the various research programmes and centres in the HSRC. Centralised functions in the Office of the DCEO: R (ODCEO:R) serve as a coordinating platform to support strategic planning, performance management and reporting, institutional initiatives, professional grant management and a commitment to quality, ethics and excellence in all aspects of the research endeavour.

The ODCEO: Research plays a visionary research leadership role that spans over a broad area including an oversight role of the research focus areas that include the Africa Institute of South Africa (AISA), Education and Skills Development (ESD), Economic Performance and Development (EPD), Population Health, Health Systems and Innovation (PHHSI), HIV/AIDS, STIs and TB (HAST), Research Use and Impact Assessment (RIA), Democracy, Governance and Service Delivery (DGSD) as well as Human and Social Development (HSD). The ODCEO: R also has the direct responsibility over the Centre for Science, Technology and Innovation Indicators (CeSTII) and the e-Research Knowledge Centre (e-RKC).

A vacancy exists for a suitable candidate to take up an Executive Personal Assistant position in the Office of the DCEO: Research.

EXECUTIVE PERSONAL ASSISTANT & ADMINISTRATOR:
OFFICE OF THE DCEO: RESEARCH
(Ref. Exec PA ODCEO-R 12/18)

3-year Contract Post (Cape Town-based)

This position is being re-advertised and previous applicants need not reapply.
Job Functions Research
Industries Research
Specification
•Provide top-level secretarial and administrative support to the DCEO and office of the DCEO,
•Coordination and facilitation of the DCEO’s diary,
•Initiate all travel arrangements for the DCEO and staff in the Office of the DCEO
•Initiate all procurement needs for the Office of the DCEO via internal systems and processes;
•Manage the flow of documentation and enquiries to and from the DCEO’s office, appropriately routing as much as possible to other relevant parties to handle,
•Facilitating the logistical arrangements in respect of meetings, events, travel and accommodation,
•Interact and liaise with a broad spectrum of stakeholders, in particular senior management colleagues, on a range of issues in a confident and assertive manner,
•Keep track of a rolling to do list and follow up delegated tasks,
•Liaise with SCM on financial and procurement issues,
•Screening of incoming correspondence to prioritize and assess for further action;
•Preparation and editing of letters, memoranda, spreadsheets and other documents prepared for the DCEO’s endorsement;
•Preparation of agendas and materials for meetings; minute taking and record keeping of proceedings,
•Establishment and maintenance of filing and record management systems,
•Liaising between DCEO, ED’s, and staff within the research and shared services functions.

Requirements
•A minimum of post matric qualification;
•A minimum of five years proven experience as a high-level executive PA;
•Proven experience relevant to the duties as described above;
•Proficiency in English, with excellent written and verbal communication skills;
•Proven proficiency in the use of computer software applications, notably the MSOffice suite, electronic mail and diary management and internet;
•Confidence and efficiency in utilizing HSRC systems (i.e., e-workflow, VIP-ESS, RMS, etc.).
•The ability to function independently and under pressure;
•High level of integrity and professionalism to liaise with top-level stakeholders and perform duties in a sensitive and confidential manner;
•Excellent time management and prioritization skills;
•A commitment to excellence, attention to detail and meticulous and accurate execution of tasks;
•Must be able to work in a diverse and multi-cultural environment.

The HSRC offers attractive, market-related packages depending on qualifications and experience.

Applications: In your application, please include 1) a letter of motivation indicating the position you are applying for and your suitability for the position, 2) your current CV, and 3) details of three recent referees (with telephone, fax and e-mail contact details). The HSRC will only consider applications that comply with the above requirements. Applicants may be required to undertake a written exercise in the competencies required for the position.

Please submit your applications application on-line at http://hsrc.jb.skillsmapafrica.com/
If you experience challenges uploading documents, you may send them to recruitment@hsrc.ac.za indicating the reference number in the subject line. Enquiries may be directed to Prof Leickness Simbayi +27(0) 21 466 7910.

For further information about the HSRC or the post, please consult our website (www.hsrc.ac.za).

The HSRC is committed to accelerating the improvement in the proportion of its staff members who are black, female or disabled.

Closing Date: 12 December 2018. We encourage applicants to submit prior to that date. Applicants who have not been contacted within eight weeks should assume that their application has been unsuccessful. Only candidates who are interviewed will be advised of the outcome of the interview.

The HSRC reserves the right to not make an appointment

APPLICATIONS FROM RECRUITMENT AGENCIES WILL NOT BE ACCEPTED
Job Closing Date 12/12/2018
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