Work Level: Junior
Job Type: Permanent
Location: Irene (AP)
EE Position: No
Closing Date: 09 March 2026

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Join the Agricultural Research Council (ARC) as an Administrative Assistant

The Agricultural Research Council (ARC), a leading science‑based research institution supporting agricultural innovation in South Africa, is seeking a highly organised, proactive, and detail‑oriented Administrative Assistant for its Irene (AP) campus. This re‑advertised role supports the Nutrition Team at API and offers the opportunity to work in a dynamic research environment that values excellence, professionalism, and accountability.

The successful candidate will deliver administrative, secretarial, procurement, and office‑support services, ensuring smooth operations across projects, inventory, staff coordination, and office logistics.

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Role Purpose

The Administrative Assistant will be responsible for providing comprehensive secretarial and administrative services to ensure efficient functioning of the nutrition team. This includes meeting coordination, procurement, asset management, inventory supervision, petty cash administration, and liaison with internal departments, suppliers, contractors, and project stakeholders.

This role requires strong multitasking abilities, excellent communication skills, and the professionalism required to support both scientific and operational teams across the ARC Irene campus.

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Key Responsibilities (Expanded & SEO‑Optimized)

Below is a detailed breakdown of duties for maximum clarity and search engine visibility.

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1. Administrative & Secretariat Office Services

• Provide full secretarial support to the nutrition and AP project teams.
• Draft agendas, arrange meeting venues, compile documentation, record minutes, and ensure proper filing.
• Manage attendance registers, follow up on outstanding tasks, and distribute meeting resolutions.
• Organise refreshments and logistics for meetings, workshops, and internal events.

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2. Office Equipment & Stationery Management

• Monitor copier/printer usage and ensure responsible usage is tracked per project number.
• Ensure all stationery is controlled, ordered, issued, and recorded on SAGE.
• Conduct monthly stationery stock‑takes and maintain updated records.
• Ensure toner replacement, printer issue escalation, and equipment maintenance.

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3. Procurement & Financial Administration (SAGE)

• Process purchase requisitions, quotations, bookings, travel arrangements, and invoices on SAGE.
• Generate GRNs, track deliveries, and verify invoice accuracy.
• Liaise with suppliers to resolve procurement delays and compliance issues.
• Maintain accurate procurement documentation for auditing purposes.

Petty Cash

• Handle petty cash withdrawals, issue approvals, record purchases, and keep all slips.
• Reconcile petty cash expenditure with budget sheets.
• Ensure petty cash records comply with ARC finance policies.

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4. Supervisory Duties

• Supervise responsible personnel across various stores.
• Conduct monthly stock counts and quarterly asset checks.
• Supervise the cleaner appointed by the cleaning contractor, ensuring high hygiene standards.
• Assist in managing equipment, inventory, and facility assets.

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5. Asset & Stores Management

• Update monthly stock‑lists and quarterly asset registers.
• Supervise the signing‑out, return, and maintenance of all electronic equipment.
• Ensure IT equipment is operational upon return and escalate issues to ITC.
• Store and maintain equipment correctly after exhibitions and events.

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6. ITC, Maintenance & Building Support

• Replace toners and assist employees with printer troubleshooting.
• Maintain the server room log and report server problems to the ITC Department.
• Liaise with the building maintenance unit for electrical, structural, and facility‑related repairs.

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7. Exhibition & Event Support

• Assist with model‑building, display set‑ups, and manning ARC exhibitions.
• Support scientific teams in preparing materials for public engagements, conferences, and outreach events.

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8. Liaison & Stakeholder Relations

• Liaise with internal departments regarding transport, building maintenance, safety, cleaning contractors, and logistics.
• Maintain sound working relationships with suppliers, contractors, co‑workers, and stakeholders.
• Promote ARC IP and ITC policies and ensure compliance with organisational guidelines.

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9. Health, Safety & Compliance

• Ensure first‑aid kits and fire‑extinguishers are serviced and accessible.
• Promote safety awareness as part of the Glen Wellness Group.
• Support ARC governance, compliance, and regulatory processes.

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Minimum Requirements

Qualifications

• Grade 12 / National Senior Certificate (Essential)
• Administration / Secretarial Diploma (Advantage)

Experience

• 5 years administrative experience (Essential)
• Prior experience with ESS and/or SAGE (Advantage)
• Experience in project administration (Advantage)
• Prior petty cash management experience (Advantage)
• Experience working with large project teams (Advantage)
• ISO 17025 and laboratory environment experience (Advantage)

Skills

• Proficiency in MS Office (Word, Excel, Outlook)
• Excellent written and verbal communication
• Strong telephone etiquette
• Time‑management & prioritisation
• Ability to multitask under pressure
• Decision‑making and independent judgement
• Confidentiality handling
• Customer service (internal & external)

Other Requirements

• Valid South African driver’s license
• Ability to handle multiple tasks simultaneously
• High level of confidentiality and professionalism

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Employment Equity

Preference will be given to designated groups in line with ARC’s Employment Equity Plan.
The Agricultural Research Council is an equal opportunity employer committed to fairness and diversity.

NB: Individuals who previously applied DO NOT need to reapply.

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Application Requirements

Applicants MUST submit the following:

• Covering letter
• Detailed CV with three contactable referees (recent)
• Certified copies of qualifications & certificates
• Certified copy of SA driver’s license
• SAQA evaluation certificate for foreign qualifications

Incomplete applications will be disqualified.

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Enquiries

Dr Douglas Nkosi
📞 (012) 672 9300

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Closing Date

09 March 2026