Secretary – Water Cycle Management – Admin Support
Rand Water
Available Locations:
Johannesburg, Gauteng
Job Description
Job Summary
Rand Water is seeking a meticulous, service‑oriented Secretary to provide end‑to‑end administrative and coordination support to the Water Cycle Management team. You will be the operational backbone for diaries, meetings, documentation control, compliance tracking, procurement administration, and stakeholder communication—ensuring the unit runs smoothly, deadlines are met, and information flows accurately and securely.
Key Responsibilities
- Executive & team support
- Manage complex calendars, schedule meetings, workshops, and site visits.
- Prepare agendas, minutes, action logs, and follow-ups.
- Screen, prioritise, and route emails, correspondence, and phone calls.
- Document & records management
- Draft, format, proofread, and file reports, memos, technical submissions, and presentations.
- Maintain version control and ensure adherence to internal document management standards.
- Track regulatory and governance submissions, ensuring on-time delivery.
- Project & operational administration
- Assist with project documentation, timelines, and status trackers.
- Coordinate travel, accommodation, and logistics for the team.
- Support procurement processes (requisitions, GRNs, vendor coordination) in line with policy.
- Financial & compliance support
- Process purchase orders, invoices, and expense claims accurately.
- Maintain records for audits, compliance, and risk reporting.
- Monitor budget trackers and raise variances where required.
- Stakeholder coordination
- Liaise with internal departments, external partners, regulators, and service providers.
- Prepare stakeholder packs, briefing notes, and presentations.
- Office systems & continuous improvement
- Maintain shared drives, templates, contact databases, and workflow tools.
- Recommend administrative process improvements and automation opportunities.
Required Skills and Qualifications
- National Diploma / Certificate in Office Administration, Business Administration, Secretarial Studies, or related field.
- Advanced proficiency in MS Office 365 (Word, Excel, PowerPoint, Outlook, Teams/SharePoint).
- Excellent written and verbal communication skills with strong attention to detail.
- Proven ability to manage confidential information with discretion.
- Solid understanding of professional document formatting, minute-taking, and action tracking.
Experience
- 3–5 years of proven experience as a Secretary / Executive Assistant / Administrative Officer, preferably in a technical, engineering, utilities, or public sector environment.
- Experience supporting multi-disciplinary teams and handling high-volume documentation.
- Prior exposure to procurement, compliance, audit preparation, or project administration is advantageous.
Working Hours
- Standard office hours (e.g., 08:00–16:30 / 09:00–17:30, Monday to Friday), with occasional flexibility to meet project or compliance deadlines.
- Hybrid / onsite work model subject to business needs and policy.
Knowledge, Skills, and Abilities
- Strong organisational, planning, and prioritisation skills under tight deadlines.
- High level of accuracy, grammar, and professional formatting.
- Understanding of records management, governance, and compliance processes.
- Ability to collaborate with technical professionals and translate inputs into clear documentation.
- Proactive problem-solving, initiative, and ownership mindset.
- Professionalism, resilience, and customer-service orientation.
Benefits (indicative – tailor to Rand Water’s policy)
- Competitive salary with performance-linked incentives.
- Retirement / pension fund and comprehensive medical aid.
- Paid annual leave, study assistance, and professional development opportunities.
- Employee wellness and assistance programmes.
- Opportunities to contribute to critical national water infrastructure and sustainability.
Why Join Rand Water
- Work for one of the most impactful organisations in the water sector.
- Be part of teams solving complex, high-impact water management challenges.
- Grow your career in a structured, compliance-focused environment with meaningful public value.
- Collaborate with experts across engineering, operations, sustainability, and governance.
How to Apply
- Prepare your CV, cover letter, and relevant certificates/qualifications.
- Clearly state “Secretary – Water Cycle Management – Admin Support” in the subject line/reference section.
- Submit your application via [Rand Water careers portal / official email / ATS link] before the closing date: [Insert date].
- Only shortlisted candidates will be contacted.