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Equity Statement: Preference will be given to suitably qualified Applicants who are members of the designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating Division.
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The closing date is on 16.11.2016. It is the responsibility of the applicant to ensure that HR has received the application before the closing date of the advertisement.
Note: if you have not been contacted within 30 days of the closing date of this advertisement please consider your application as unsuccessful.
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Operating Division: Transnet Capital Projects
Position Title: Executive Secretary
Employee Group: Permanent
Department: TGC, Capital Planning & Advisory Service
Location: Johannesburg
Reporting To: General Manager
Grade Level: G
Reference Number: 70001340
Position Purpose:
# To ensure effective operational functioning for the offices(s) of the GM’s and OD EXCO Member(s). This position can manage more than one GM or OD EXCO Member’s office by administering all submissions, correspondence received, required responses, managing and maintaining all administrative processes. Ensuring a high level of confidentiality and discretion.
Position outputs:
# Manage the effective administration for the office of the GM or OD Exco member through the following (not all inclusive):
> Maintaining of an efficient document management, control and tracking system,
> Proactive diary management,
> Meeting scheduling, venues / VC arrangements,
> Coordination of traveling and subsistence arrangements (including financial arrangements regarding international travelling which also includes account reconciliation and exchange rate control).
PLEASE NOTE: Transnet, its employees or representatives never ask for a fee from job seekers. Any such requests are fraudulent. Please report any suspicious activities in this regard to the Transnet anti-fraud line on 0800 003 056.
# Responsible to manage Cost / expense control according to budgets, investigate deviances and provide necessary feedback to GM’s and OD EXCO Members (including proactive corrective measures if/when required).

# Responsible for Departmental Budgetary composition, arrangements regarding meeting with Boards / board sub-committees, external companies, relevant stakeholders to GM’s etc.
# Ensure successful inter-departmental relationships.
# Prepare presentation packs (as and when necessary).
# Suggests policy changes in order to streamline department operations.
# Completes the General Managers / OD EXCO member’s reports which requires input from all departments and is presented to EXCO.
# Provides transcription and dictation of OD EXCO meeting minutes.
# Gather, collate, analyse / evaluate and summarise information into an acceptable format for usage by strategic Managers.
# Conduct research on subject matters relevant to the portfolio, eg.
> introducing new concepts, technology and best practices for office management
> providing credible information regarding competitors, market trends, product analyses, etc
# Management of the GM’s or OD EXCO Members schedules.
# Manage and / or refer queries in the absence of GM’s or OD EXCO Members.
# As an expert regarding office management systems, processes, procedures and control measures, the jobholder also assist lower level of secretarial positions in the implementation of office best practices
Qualifications & Experience:
# National Higher Diploma in Executive Secretarial is required.
# 5 – 8 years applicable experience. The years’ experience is needed to provide a proper career path (Secretary / Senior Secretary / Executive Secretary)
# 3 months on-the-job familiarisation (knowledge of all Business Units; relevant Committees, Boards, Local Government Bodies etc.)
Knowledge required:
# Detailed knowledge of policies, procedures, principles, standards & processes (Governance, Delegation of Authority, Procurement, Compliance etc.)
# Extensive knowledge in MS Office and Windows in particular.
# SAP R3 knowledge.
# Ability to work under pressure and meet deadlines
# Ability to work with tact and discretion
# Archiving and filing systems
# Attention to detail
# Excellent planning and organizing skills
# Exceptional communication skills (written and oral)
# Excellent time management
#Driver’s license code 8
#Work is normally performed in a typical interior/office work environment
#Travel from time to time
PLEASE NOTE: Transnet, its employees or representatives never ask for a fee from job seekers. Any such requests are fraudulent. Please report any
suspicious activities in this regard to the Transnet anti-fraud line on 0800 003 056.