ADMINISTRATION ASSISTANT
Reference Number: RAN251107-3
Closing Date: 20 November 2025
Portfolio: Rand Water Institute (RWI)
Position Type: Permanent
Location: Rietvlei, Johannesburg, Gauteng, South Africa
1. Role Purpose
The Rand Water Institute seeks to appoint a dedicated and well-organized Administration Assistant who will provide comprehensive administrative and coordination support to the Institute Support Services team. This position is central to ensuring seamless internal workflow processes, effective communication channels, and efficient operational support for research, development, training, and innovation programmes undertaken by the Institute. The incumbent will serve as the administrative link between different internal departments, external stakeholders, and programme partners to ensure that information is accurately communicated, documentation is maintained and activities are coordinated in alignment with Rand Water standards and institutional objectives.
The Administration Assistant will also play a key role in organizing meetings, maintaining records, preparing presentations, coordinating programme logistics, updating registers, and supporting compliance and governance activities. The role requires strong planning, attention to detail, a high degree of professionalism, and the ability to work under pressure while managing multiple priorities simultaneously.
2. Minimum Requirements
- Education:
- Grade 12 (National Senior Certificate) is essential.
- A post-school qualification in Administration, Office Management, Business Administration, Public Management, or an equivalent relevant qualification is strongly preferred.
- Experience:
- 2 to 4 years of proven experience in general office administration, coordination, or secretariat roles.
- Exposure working in a multidisciplinary or corporate environment will be an advantage.
- Technical Competencies:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong minute-taking and documentation management abilities.
- Competent in diary management and meeting coordination.
3. Key Responsibilities
3.1 Administrative Support
- Provide daily administrative support to the Institute Support Services unit and ensure effective coordination of workflow within the Institute.
- Maintain filing systems, records databases, and document repositories ensuring compliance with document control processes.
- Handle correspondence, respond to enquiries, prepare routine communication and facilitate effective internal communication structures.
3.2 Coordination of Meetings and Events
- Arrange and coordinate internal and external meetings, workshops, training sessions and project engagements.
- Manage logistics such as scheduling, venue preparation, circulation of invitations, and confirmation of attendance.
- Prepare agendas, compile supporting document packs and take accurate minutes during meetings.
- Distribute minutes and follow up on action items to ensure commitments are executed.
3.3 Programme and Project Coordination
- Support the planning, coordination, tracking and documentation of RWI programmes and projects.
- Assist programme managers in prioritizing and scheduling project activities to ensure successful implementation.
- Communicate with internal teams, external stakeholders, and service providers to ensure timelines and deliverables are met.
- Prepare research support documentation, progress reports, briefing notes and PowerPoint presentations as required.
3.4 Governance, Compliance and Reporting
- Maintain and update the operational risk register, ensuring risks and mitigation actions are recorded and reviewed.
- Update and monitor the contract register, ensuring that contracts, MOUs and agreements are logged, stored, and referenced properly.
- Coordinate and update records relating to Intellectual Property in accordance with organizational and legal requirements.
- Ensure adherence to Rand Water policies, procedures and internal control frameworks.
4. Knowledge and Skills Required
- Knowledge Areas:
- Office administration principles and workflow coordination.
- Meeting and diary management protocols.
- Records management and document security awareness.
- Basic understanding of project or programme coordination processes.
- Skills:
- Strong written and verbal communication skills with the ability to prepare formal documentation.
- Excellent organizational and time-management abilities.
- High level of accuracy, confidentiality and professional discretion.
- Strong interpersonal skills with the ability to liaise with employees at all levels.
- Solid problem-solving, prioritization and multi-tasking capabilities.
- Professional telephone etiquette and stakeholder engagement competence.
5. Personal Attributes
- Responsible, reliable and committed to task completion.
- Able to work independently and within a team-based environment.
- Positive attitude with willingness to learn and improve processes.
- Calm, composed, and solutions-focused when working under pressure.
- Demonstrates integrity, respect and professional conduct at all times.
6. Additional Information
Rand Water reserves the right not to make an appointment to the position.
The successful candidate will be required to undergo a probationary period of up to 12 months, subject to ongoing performance evaluation and satisfactory demonstration of role competency prior to confirmation of permanent employment.
How to Apply?
Click the Button Below to Apply Online..
Join Our Whatsapp Channel
Click the Button Below to Join Online..
JOIN HERE