Job Description

Administrative Support

• Provide comprehensive secretarial services, including managing schedules, correspondence, and meeting arrangements for the Senior Researcher, Researcher, and Research Team Manager.
• Maintain effective document management systems for reports, research data, and financial records.
• Ensure compliance with ARCs administrative policies and procedures.
• Take minutes at all meetings and distribute them timeously.

Project Support

• Assist in the preparation, coordination, and monitoring of project timelines, budgets, and deliverables.
• Liaise with internal and external stakeholders to ensure efficient communication and project progress.

Procurement and Financial Administration

• Facilitate procurement processes, ensuring adherence to South African government policies and regulations.
• Prepare and track purchase orders, invoices, and payments using Sage accounting software.
• Support the preparation of project financial reports and audits.

Communication and Stakeholder Management

• Manage a centralized stakeholder database, ensuring contact details, correspondence, and engagement histories are up to date.
• Act as the primary point of contact for internal and external communications, ensuring timely and professional responses.
• Coordinate communication with stakeholders, partners, and collaborators on behalf of the team, including drafting and distributing newsletters, invitations, and updates.
• Support the organization of stakeholder meetings, events, and workshops.

General Office Management

• Maintain office supplies and ensure the smooth operation of office equipment.
• Act as the primary point of contact for administrative inquiries and troubleshoot routine issues.
• Handle confidential information with discretion and professionalism.

Personal Assistant Duties

• Manage travel arrangements, including booking accommodations and transport.
• Assist with event planning, including workshops, conferences, and team-building activities.
• Provide ad-hoc personal assistance to the Senior Researcher, Researcher, and Research Team Manager, including managing email and task prioritization.

• Secretarial/Administration Diploma or Degree.
• Minimum of three years of secretarial or administrative experience.
• Proven experience in bookkeeping and financial administration, including proficiency in Sage accounting systems.
• Knowledge of South African government procurement regulations and processes.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time-management skills with the ability to prioritize tasks effectively.
• Exceptional written and verbal communication skills.
• High attention to detail and ability to manage multiple responsibilities simultaneously.
• Ability to use initiative, be proactive and work independently and /or with the team.
• Familiarity with research environments or scientific organizations is an added advantage.

Enquiries: Research Team Manager: Dr AT Grundling: Tel: 012 310 2500CLOSING DATE FOR APPLICATIONS: 07 MARCH 2025A competitive remuneration package will be congruent with the scope, responsibilities and the stature of the position. The appointment will be subject to a positive security clearance (as well as competency and leadership assessments).Preference will be given to designated groups in terms of the ARC Employment Equity Plan. The Agricultural Research Council is an equal opportunity employer and is committed to the principles and processes of Employment Equity Act.Applications accompanied by a covering letter, detailed CV with at least three recent (3) contactable referees, certified copies of certificates, supporting documents and a copy of drivers license must be attached on the form.A SAQA evaluation report must accompany foreign qualifications. Incomplete applications will not be considered. Applicants who do not receive any response four (4) weeks after the closing date must regard their applications as unsuccessful. Permanent appointments are subject to six (6) months probation period. The organisation reserves the right not to appoint.

Agricultural Research Council