Assistant Director in the office of the Deputy Director General
PRETORIA
Admin and Office Management
Pretoria – Gauteng
Assistant Director in the office of the Deputy Director General
Pretoria
12-month fixed term contract
R355 200pa
Purpose of the Post:
To ensure efficient and effective management and coordination of the DDGs’ responsibilities.
Description of Tasks:
Secretarial Support:
Plan, organise and co-ordinate the DDG’s schedule
Schedule meetings and liaise with the individuals to find a mutually suitable date for the appointments.
Negotiate changes of dates and venues with individuals and organisations to optimise the utilisation of the DDG.
Screen all calls of the DDG.
Respond to enquiries by proving the required information.
Office Administration and Coordination:
Draft memos, submissions etc from the office of the DDG’s attaching all relevant documentation, specifying required action, and facilitating processes connected therewith.
Compiling and updating the inputs for the dashboard on decisions made and make follow-ups.
Provide secretariat for Programme meetings.
Compile and coordinates documentation for meetings as required.
Conduct basic desktop research
Logistical and budgetary support:
Arrange travelling and accommodation for DDG.
Arrange for payment of advances and calculations of S&T expenditure for the DDG.
Coordinate information on monthly expenditure patterns.
Monitor financial expenditure.
Reconciling expenditure projection of the Programme against actual spending.
Process petty cash requests and related procurements.
Stakeholder liaison and events coordination:
Maintain calendar of events.
Coordinating arrangements for workshops, conferences and other functions.
Liaise with stakeholders on the planned events.
Develop and maintain stakeholder database.
Engage with relevant stakeholders as required.
Documents and records Management:
Manage the document tracking system in the Programme.
Keep records of all documents for the programme electronically and manually as
required.
Monitor and update database of the documents submitted to the programme manually / electronically.
Knowledge:
Knowledge of departmental policies
Knowledge of applicable protocols
Treasury regulations
PFMA
Knowledge of Public Services Regulations
Skills:
Good computer skills (MS Word, Excel, PowerPoint, internet and email)
Good Communications Skills
Strong negotiation skills
Diplomatic
Project management skills
Administrative skills
Events Coordination
General Office Administration
Document and File Management
Organising skills
Personal attributes:
Client focused and result orientated
Excellent interpersonal Relations
Proactive
Ability to work with and in teams
Ability to multitask
Qualification and experience requirements:
A registered three-year National Diploma or Degree
Minimum of 3 years’ experience in secretarial or administration functions support to senior management
Closing date for applications: 3 March 2025
Should you not hear from us within 14 days of the closing date, please consider your application unsuccessful.
