Assistant Director Administration in the Office of the Director General PRETORIA
Admin and Office Management
Pretoria – Gauteng
Assistant Director: Administration in the Office of the Director General
Pretoria
12 month fixed term contract
R355 200pa
Purpose of the post:
To provide administration support in the Office of the Director-General.
Description of tasks:
Administrative support:
Assist in doing quality assurance in submissions
Processing and duplication approved submissions
Distribute approved submissions and letters to relevant programmes
Drafting of letters, memoranda and submissions as requested
Providing feedback to officials on status of submissions
Submitting copies of the submissions signed by the acting DG to the DG
Workflow processes in the ODG:
Assist with quality control on all DG memoranda drafted
Sending out preliminary memos to programmes on the same day of receipt
Ensure that all draft memoranda have been signoff and distributed to programmes
Assist in doing follow-ups of outstanding ministers and the DGs draft replies, briefing notes and speeches
Assist with coordination and finalisation of reports to be presented at Opco and Exco
Document and information management:
Capture all incoming and outgoing documents and information into manageable and retrievable system
Manually filing of DG memoranda after sending to programmes
File approved submissions
Keep database of status of submissions including signed ones.
Record classified documents in a register
Shredding of documents
Office suppliers and equipment management:
Order office suppliers
Ensure that office equipment is operational and inform appropriate person something is not working
Assist with procurement of equipment and payment processes as required
Financial management of the office budget:
Annual consolidation of unit’s financial needs
Assist crafting of budget projections
Prepare necessary documentation required for the movement or transfer of funds
Completion of all SCM and financial documents such as BAS payment advices, petty cash and Log 1 forms
Monthly spending patterns discussed with D:ODG
Keep record of all transfer payments
Assist with programme follow ups of reports for projects funded from the transfer payment account
Competencies, Knowledge and Skills:
Excellent knowledge of Government and Parliamentary processes
Knowledge of Departmental policies, processes and procedures
Knowledge and understanding of organising, planning, and monitoring of projects
Good knowledge and understanding of PFMA & PSR
Organisation and administration skills
Excellent verbal and written communication skills
Good interpersonal skills
Financial management
Report writing
Problem solving skills
Computer literacy
Project management
Able to work under pressure
Must be reliable and trustworthy
Be able to work under pressure
Work independently whist being consultative
Pay attention to detail
Client focus and result orientated
Ability to work with diverse people
Minimum educational and experience requirements:
Three years National Diploma or Degree (NQF 6) in Office Management or Public Administration / Office Technology / Business Administration / Business Management.
At least 2 years’ experience in Office Administration
Closing date for applications: 19 February 2025
Should you not hear from us within 14 days of the closing date, please consider your application as unsuccessful
