To provide effective administrative and coordination support to the Office of the Chief Director.
JOB DESCRIPTION
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
- 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
JOB REQUIREMENTS
Experience
- Minimum of 1 years working experience in administration.
Qualifications
- Any relevant NQF level 5 qualification.
Knowledge
- 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
Desired Skills:
- Report writing skills
- Computer skills
- Organising skills
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