To render effective and efficient office administration and secretarial support services to Directors.

 

 

Secretarial Support:

Manage the Directors’ diaries

Handle incoming calls

Record messages

Respond to queries by providing the required information

Maintain internal and external stakeholder relations

Provide secretariat support for the Director’s meetings (take minutes, agenda ect.) in consideration of urgent core tasks

 

Administrative Support:

Edit and format submissions, memos and other documents on behalf of the Directors

Draft standard response on behalf of the Directors

Maintain workflow and filing system electronically and manually.

Respond to queries by providing the required information

Track progress of actions, issue reminders and provide feedback to the Directors.

Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions

Prepare packs for all the meetings / workshops that the Directors attend

Organise Directorates meetings (including logistics) and draft minutes and also support the Director with external meetings (This excludes project meetings of Sub directorates)

Coordinate submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc.)

 

Logistical Support:

Arrange traveling and accommodation for Directors

Process traveling and subsistence claims of Directors

Financial administration support:

Monitor unit cashflow and capture expenses in the commitment register

Process requests on procurement of unit required goods and services

Process payment advice of procured goods and service for the unit

Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance)

 

Knowledge and understanding of DSI policies and procedures

Clear understanding of office administration activities and processes

Knowledge and understanding of public service regulations,

Basic knowledge and understanding of the Public Finance Management Act

Administrative skills

Communication skills

Minutes taking

Good Computer skills (MS Word, Excel, PowerPoint, internet and email)

Events Coordination

General Office Administration

Document and File Management

Planning and Organising skills

Good Interpersonal Skills

Initiative

Ability to work with teams

Ability to interact with people

Ability to multitask

 

Matric

Experience gained in a similar environment is advantageous