Administrative Assistant: Internal Audit Details Closing Date 2024/05/18 Reference Number SAB240423-2 Job Title Administrative Assistant: Internal Audit Job Type Permanent Branch Office of the CEO Division Office of the CEO Department Internal Audit Job Grade B4 Number of Positions 1 Location - Town / City Pretoria Location - Province Gauteng Location - Country South Africa Minimum Education Level Diploma | Advanced Certificate Job Category Administrative Job Advert Summary Purpose Statement To provide administrative support to the Head of Internal Audit and Accreditation to ensure the effective and efficient running of the office and optimal service delivery. About SABS The South African Bureau of Standards (SABS) is mandated to develop, promote and maintain South African National Standards (SANS), promote quality in connection with commodities, products and services, and render conformity assessment services and assist in matters connected therewith. Working for the SABS opens the mind to the world around you. We offer diverse career paths in dynamic environment that nurtures and recognises talent and potential. Become part of our vision of being a trusted standardisation and business assurance solution provider and join a team that fosters accountability, excellence and innovation in an inclusive workplace. SABS is an equal opportunities employer, and our recruitment will be done in line with the Employment Equity Act 55 of 1998 and our EE Policy. Please note that application received after the closing date will not be considered. Diploma in Office Administration, Office Management or a related field (NQF Level 5) 1 – 2 years relevant work experience Proven track record in executing Head level administrative functions Proven track record in report writing and presentation formatting Must have understanding of invoicing, requisition ordering and basic procurement protocols Duties and Responsibilities Functional Management Provide relevant office administrative duties relating to the receiving of telephone calls, correspondence and emails. Treat information and documentation as private and confidential, and only disclose to any parties through the HEAD’s approval. Provide general administrative support to Internal Audit as required. Treat information and documentation as private and confidential, and only disclose to parties through Management approval. Ensure that all communications and information for Internal Audit and Accreditation are directed to the relevant parties, accordingly. Co-ordinate all administrative arrangements for relevant Internal Audit sessions as required (including logistical arrangements, booking of meeting rooms etc.) Prepare non-routine and routine correspondence and proofread relevant documents before circulation. Perform special duties as directed by the HEAD, including the collation and summarization of information. Assist with the compilation of relevant documents for the HEAD. Prepare agendas, documents and meeting packs for agreed upon meetings. Maintain the relevant filing and record management system for Internal Audit and Accreditation and other office flow procedures to ensure easy retrieval of records. Ensure that all in scope documents are filed, managed and updated appropriately. Ensure that all information relevant to Internal Audit and Accreditation is provided and directed accordingly to the relevant parties. Coordinate the logistical arrangements of relevant Internal Audit meetings and sessions in an effective and efficient manner and ensure the documentation is distributed to meeting delegates. Receive and direct guests for relevant meetings and sessions in a professional manner. Collect and prepare all printed materials as required for meetings and sessions where necessary. Conduct weekly stock controls and maintain appropriate levels for common materials and resources utilised by Internal Audit and Accreditation. Notify supervisor to replenish stock as necessary. File, update and manage all documents appropriately as per standard operating procedures. Risk and Compliance Management Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks. Support and provide evidence to all internal and external audit and regulatory requirements. Maintain quality risk management standards in line with ISO requirements. Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity. Review related Standard Operating Procedures in consultation with the Managers and Executives to ensure business optimisation. Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation. Stakeholder Management Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation Actively liaise and build relationships with SABS clients and service providers so as to ensure that the service standards are met appropriately. Uphold the image of the office of the HEAD in all interactions with stakeholders. Coordinate the flow of information, providing a central point of contact for internal and external customer’s queries and/or complaints. Convene and attend meetings and present relevant information to relevant stakeholders when required. Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders. #J-18808-Ljbffr