Office Coordinator in the office of the Chief Director PRETORIA

Office Coordinator in the office of the Chief Director

PRETORIA

R224 600pa

12-month fixed term contract

Purpose of the post:

To provide effective administrative and coordination support to the Office of the Chief Director.

Key result areas:

Office Administration and Coordination:

Provide day-to-day administrative support to the Office of the Chief Director.

Maintain the diary and schedule of the Chief Director and coordinate appointments and meetings.

Receive, record, distribute and file correspondence and documents.

Maintain office supplies, stationery and other administrative requirements.

Meeting and Engagement Support:

Make arrangements for meetings, seminars, workshops and other engagements of the Office.

Prepare and distribute meeting invitations, agendas and supporting documents.

Take minutes and record decisions and action items during meetings, where required.

Follow up on outstanding administrative action items from meetings.

Logistical and Operational Support:

Coordinate logistical arrangements for official meetings, workshops and events.

Process travel and accommodation arrangements for the Chief Director and authorised officials.

Assist with arrangements for visitors and stakeholders attending meetings with the Office.

Provide administrative support for departmental activities and special assignments.

Administrative Compliance and Resource Management:

Process routine administrative and procurement-related requests for the Office.

Maintain records of office equipment, assets, stationery and other resources.

Monitor routine office expenditure and supporting documentation.

Apply departmental policies, procedures and prescripts in performing administrative duties.

Budget Administration Support:

Monitor expenditure for the Chief Directorate.

Collect and coordinate all the documents that relate to the manager’s budget.

Assist the manager in determining funding requirements for purposes of MTEF submissions.

Keep record of expenditure commitments and monitor that expenditure is allocated correctly.

Check and correlate BAS reports to ensure that expenditure is allocated correctly.

Identify the need to move funds between items, consult with the Chief Director and compile draft memos for this purpose.

Compare the MTEF allocation with the requested budget and inform the Chief Director of changes.

Project Administration Support:

Develop and maintain a database on Chief Director projects.

Coordinate progress updates with relevant components and follow up on outstanding tasks.

Provide administrative support in the implementation of the TOR.

Provide advice to the Chief Director on challenges for further interventions.

Competency Requirements:

Knowledge:

Basic understanding of departmental policies

Clear understanding of office administration activities and processes

Knowledge of the PFMA

Knowledge of the Public Service Act and Regulations

Knowledge of applicable directives

Skills:

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

Listening skills

Report writing skills

Innovation and creativity

Communication skills

Administration skills

Organising skills

Customer relation skills

Personal attributes:

Ability to interact with people at different levels

Ability to gather and analyse information

Ability to apply policies

Ability to work under pressure and handle difficult situations

Interpersonal skills

Initiative

Ability to work with and in teams

Ability to multitask

Minimum qualification and experience requirements:

Any relevant NQF level 5 qualification

Minimum of 1 year working experience in administration

Should you not hear from us within 7 days of the closing date, please consider your application unsuccessful