Purpose of the Role:
Support the Managing Director and the company with Office Operations in admin and IT support related duties. Performing a range of projects for the office, marketing initiatives and strategic operations to ensure the office runs efficiently as required and directed by the CEO.
Key Performance Area and Key Tasks:
Support the VILAMA office through the following:
- CEO’s diary and activities related to all VILAMA activities
- Track team activities as per delegation of authority and as directed by VILAMA Head Office action plan
- Project Administration and support recruitment Project Leads (Open recruitment, Head Hunting and Cold Calling Recruitment)
- Coordinate office activities and be proactive and responsive when carrying out the same
- Support the administrative effort on each tender pursued by VILAMA and its associates
- Prepare and reconcile activities and expense reports where required using VILAMA Time Sheet Framework or approved tracking business tools.
- Maintain company files (paper and electronic) and / or databases related to all companies activities and its projects.
- Track all IT related tickets for all VILAMA offices and ensure they are closed as directed
- Maintain strict confidentiality with sensitive information, financial documents, records and personal matters.
- Maintain multidimensional complex calendar events and create highly effective organized filing system to keep track of activities
- Proactive management of stake holders meetings where required, commitments (business/personal), and communication (email, scheduling internal & external meetings, conference calls, appointments, etc.)
- Ensure meeting objectives, agenda, and preparation requirements are communicated in a timely manner for the CEO or person delegated from VILAMA head office to act or represent the company in the meeting.
- Where necessary, research and/or prepare materials for meetings and presentations; compile reference materials as needed by the CEO or delegated person
- Provide personal assistance when needed to coordinate travel logistics where required and necessary.
- Coordinate and facilitate basic training where required for VILAMA as may be guided and directed by the CEO
- Produce all required reports and spreadsheets required by CEO in line with communicated deadlines Weekly and Monthly
- Pay attention to detail and ensure follow-ups on agreed actions for accuracy are done and delivered on without fail
- Manage Opportunity Matrix spreadsheets and update on regular basis on the company cloud being google drive
- Develop and maintain filling index for the business and ensure accuracy for ease of reference when any one with delegation is looking for documents in the filling system
- Populate and make sure the consultancy database is up to date, resources information is complete (CV in word/ID/ Copies of qualifications/professional membership where necessary and required is up to date including the rates sheet)
- Keep company compliance documents up to date, manage the currently in use and obsolute folder at all times
- Genarate quotes as required with guidance from the Operations Manager/CEO or person with delegated authority at VILAMA
- Support the management and ensuring that the company declarations are done for COIDA and managed within the required deadlines
- Review of proposals from time to time to make sure spelling and grammar are in order before tender/bid submission
- Ensure the file (in paper/electronic) is complete, all returnable/s are on file in line with the RFP/RFQ bid requirements and it is presentable and professional
- Conduct first round screening interviews where necessary when we scout for talent for our clients or responding to a request for resources
- Manage and maintain VILAMA ISO standards and lead audits where required
- Perform adhoc task as may be directed from time to time without compromising key objectives where you are directed and requested to perform VILAMA tasks
Cross-Functional Business Partnering
- Develop effective working relationships with leaders of every function and support them with data, analysis and insight as needed
- Become a trusted resource and thought leader to the senior leadership team at VILAMA and your peers
- Build a strong understanding of the intricacies of each offering the business specialises on and its subsidiaries
Legal and Compliance:
- Develop and implement legal and compliance strategies to ensure the organization adheres to all relevant laws and regulations.
- Support the business by keeping track of legal documents expiry and for its clients, including contracts, disputes referrals, and regulatory compliance.
- Support the team to manage relationships with external parties including legal counsel and regulatory authorities to uphold the organization’s commitment to transparency and integrity and sound governance.
- Stay updated on changes in the business and work closely with the CEO to ensure alignment of VILAMA activities to legislation and ensure the organization adapts accordingly as changes occur.
Qualifications and Experience Indicator:
• University Degree or University of Technology – National Diploma in Human Resources Management is Mandatory required, Intermediate Computer Certificate is mandatory required, knowledge of Visio, Google drive and other computer packages will be an added advantage.
Experience
- (3) Three Years experience in Human Resources and Office Administration is mandatory required, must be prepared and available to be enrolled by the company on IT course and commit minimum of 12 months to the program which will be determined by the company.
- Knowledge of recruitment value chain and other HR services would be an added advantage, drivers license will be an added advantage.
- Experience preferably within the HR or business/professional services sector is required.
- Advance proficiency in MS Office computer packages, MS Teams and Google use is required.
- Demonstrable evidence of commitment, willingness to learn and develop as a professional starting from support role to client services experts
- Basic understanding and knowledge of internal control systems will be an added advantage.
- Business acumen and corporate experience servicing managers or specialist project teams will be an added advantage.
- You must be prepared to register for a program as required for a learnership
Knowledge / Skills / Other characteristics
- Excellent written and verbal communication skills.
- Accuracy and attention to detail.
- Problem-Solving: Strong analytical and problem-solving skills
- Positive attitude and team player.
- Ability to work independently with less supervision and a self starter.
- Proficient in multitasking and prioritizing tasks.
- Flexibility and Adaptability
- Basic Project management and Planning Skills
- Negotiation skills
- Ethical conduct
- Technology Proficiency
Please Note: When applying, send e mail to khetiwe@vilama.co.za please state (CEO and Office Support Assistant Learnership) on the subject line for ease of reference.
If you have not heard from us after 2 weeks from the closing date of the advert, please consider your application unsuccessful. Thank you for your interest, we wish you well in your career and future endeavors.