Administrative Assistant (Document Services) X4

Location: Menlo Park, Gauteng, ZA
Job Type: Fixed Term Contract
Closing Date: 25th February 2025
Salary: R244,732.00

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Main Purpose of Role:

To provide efficient and effective document management services.

Key Performance Areas:

1. Compliance Administration:
   • Verify adherence to company rules and procedures.
   • Ensure internal controls are followed and stay updated on company objectives.
2. Office Coordination:
   • Assist in following up on unresolved issues.
   • Ensure that requests are processed and answered within the allotted time.
   • Maintain stationery supplies in the department.
   • Verify and validate submitted data and documents to ensure proper processing.
   • Maintain current registers and systems.
   • Report and investigate duplicate requests or documents.
   • Assign reference numbers to relevant documents and tasks.
3. Document and Records Management:
   • Follow RAF’s filing procedures and ensure records are well-managed.
   • Ensure proper document retrieval and maintain confidentiality.
   • Acknowledge receipt of documents, assign file numbers, and file them properly.
   • Ensure physical documents are organized before scanning.
   • Accurately scan, index, and tag documents based on RAF guidelines.
   • Understand and apply data protection laws, document classification, and archiving practices.
   • Use barcoding/QR codes for document tracking.

Competencies Required:

1. Behavioral:
   • Excellent organizational, planning, and emotional intelligence skills.
   • Strong ethical principles and customer service focus.
2. Technical:
   • Proficient in Microsoft Word, Excel, and PowerPoint.
   • Excellent organizational and administrative skills.
   • Ability to collect and analyze necessary data.
   • Basic knowledge of Supply Chain Management (SCM) procedures and finance.

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Qualifications and Experience:

• Minimum Education:
  • NQF Level 4 (Matric or Grade 12).
  • Additional qualifications in IT (NCV4) or National Archives Certification are beneficial.
• Minimum Experience:
  • 1 to 2 years of experience in information management or archiving.

How to Apply:

Click the button below to apply online.

This role is ideal for someone with strong organizational and administrative skills, and who is keen on working with document management and compliance.