Closing date: 2019/09/23

Secretary (190909-2) – Pick n Pay
Job Title: Secretary
Job Type Classification: Permanent
Division / Region: Commercial
Department: Fresh
Location – Town / City: Kenilworth, Cape Town
Location – Province: Western Cape
Location – Country: South Africa

Job Advert Summary:

We are currently looking for a Secretary to work in our Fresh Department based in Cape Town. The successful incumbent will be expected to efficiently execute and coordinate all office administration duties, communication and correspondence with key stakeholders, as well as the delivery of any other relevant tasks as and when required, in order to provide the necessary support to the Fresh Management team (all Fresh HOD’s, Head of Product and Head of NCC). This person will be reporting directly into the Butchery & Poultry HOD.

Minimum Requirements

Matric or equivalent to a Secretarial diploma
Minimum of 3-5 years as a Secretary
Excellent typing skills
Advanced working knowledge of MS Office
Proven track record in terms of accuracy and consistency in completion of tasks
Knowledge of SAP is advantageous

Duties & Responsibilities

Compile and distribute all the relevant documentation in advance to ensure smooth running of meetings, as well as take minutes in meetings
Book venues for meetings and ensure all the requirements for the meeting are organised
Organize all necessary documentation for travel, accommodation arrangements and all related issues (i.e. visas, foreign exchange etc.) for the team
Attend and process all telephone calls/requests promptly, efficiently and courteously
Provide appropriate and accurate information to suppliers, customers and colleagues when required on behalf of the team
Prepare and edit business related presentations, reports and contracts in line with the set standards
Compile periodical reports/statistics using data from various sources and ensure timeous delivery
Create and maintain contact database and synchronise across all electronic devises
Develop and maintain a filing system to facilitate easy access of document at all times
Maintain adequate office supplies inventory level at all times
Create and release purchase orders on SAP and submit invoices for payments
Record and monitoring the department’s leave
Assist in organising functions/conferences and assist with any departmental projects
Perform general secretarial duties
Competencies Attention to detail
Strong communication skills
Ability to solve unfamiliar problems by generating workable solutions
Ability to handle and delivery on multiple priorities
Sense of urgency and excellent planning skills
A team-player who is prepared to help wherever required
Professional and service orientated
Excellent interpersonal skills
Shows initiative in dealing with tasks
Strictly maintain confidentiality
Additional Information The successful candidate must have good organisation and time management skills.

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