To provide secretarial and office administration services to the Chief Director.

 

Diary management, meetings, events and correspondences:

Screen appointments before scheduling them in a professional and courteous manner

Reschedule appointments using discretion when a urgent or important meetings take precedence

Record the engagements of the senior manager

Respond to queries (verbal or electronic)

Compile and coordinates documentation for meetings as required

Arrange and coordinate meetings, workshop, seminars and other similar events (as an when required) and prepare relevant packs.

Notify various stakeholders of events scheduled by the Chief Directorate

Notify relevant stakeholders of changes to appointments or meetings professionally

Make logistical arrangements as required (including procurement processes).

Arrange traveling and accommodation for Chief Director, prepare travel packs and process claims accordingly.

Assist with procurement and payment processing as required.

Provide secretariat for Chief Directorates meetings and follow- up on matters arising.

 

Administration Support:

Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually)

Ensure the updating of chief directorate strategic information on the intranet/relevant platform

Coordinate and quality assure submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc) within the specified timeframe

Draft, edit and format documents such as submission, memos, letters, presentations, etc. using Department templates.

Order office supplies as needed

Maintain an inventory of office equipment’s for the Chief Directorate and liaise with necessary personnel for maintenance and replacements

Keep an up to date list of contact numbers for the Chief Directorate

 

Budget administration support:

Expenditure monitoring for the Chief Directorate

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

Assist manager in determining funding requirements for purposes of MTEF submissions

Keep record of expenditure commitments, monitors expenditure is allocated correctly

Checks and correlates BAS reports to ensure that expenditure is allocated correctly

Identifies the need to move funds between items, consults with the CD and compliles draft memos for this purpose.

Compares the MTEF allocation with the requested budget and informs the CD of changes.

 

Project Administration support:

Develop and maintain a database on CD projects

Coordinate progress update with relevant components and follow-up on outstanding tasks

Provide administrative support in the implementation of the TOR.

Provide advise to the CD on challenges for further interventions

  

Basic understanding of Departmental polices

Clear understanding of office administration activities and processes

Knowledge of the PFMA

Knowledge of Public Service Act and Regulations

Knowledge of applicable directives

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

Listening skills

Report writing skill

Innovation and creativity

Communication

Administration

Organising

Customer relation

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.

Good Interpersonal Skills

Initiative

Ability to work with and in teams

Ability to multitask

 

A registered three year National Diploma or Degree.

Minimum of 2 years’ working experience in administration.