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Assistant Director: Administration
2 weeks ago
Experience
- At least 2 years' experience in Office Administration.
Learning Indicators/Qualifications
- Three years National Diploma or Degree (NQF 6) in Office Management or Public
Knowledge
a) Excellent knowledge of Government and Parliamentary processes
b) Knowledge of Departmental policies, processes and procedures
c) Knowledge and understanding of organizing, planning, and monitoring of projects
d) Good knowledge and understanding of PFMA & PSR
***
Skills
a) Organization and administration skills
b) Excellent verbal and written communication skills
c) Good interpersonal skills
d) Financial management
e) Report writing
f) Problem solving skills
g) Computer literacy
h) Project management
Personal attributes
a) Able to work under pressure
b) Must be reliable and trustworthy
c) Be able to work under pressure
d) Work independently whist being consultative
e) Pay attention to detail
f) Client focus and result orientated
g) Ability to work with diverse people
1. Administrative support**a) Assist in doing quality assurance in
- Edited and formatted submissions approved by the DG and the
- Submissions duplicated and allocated tracing
- Approved submissions and letters distributed to the relevant programme
- Letters, memoranda and submissions drafted
- Updates provided
- DG informed of submissions signed in his absence
2. Workflow processes in the
ODG**a) Assist with quality control on all DG memoranda drafted
- Quality assured DG Memoranda
- Advance notification of urgent correspondences
- DG memoranda distributed to programmes
- Draft replies, briefing notes and speeches approved by the DG and the Minister
- Reports tabled at Opco and Exco
3. Document and information management*****a) Capture all incoming and outgoing documents and information into manageable and retrievable system
- Documents and information managed
- DG memos filed Manually
- Submissions filed
- Updated database
- Classified documents register kept
- Absolute documents shredded
4. Office suppliers and equipment management**a) Order office suppliers
- Office suppliers available at all times
- Office equipment operational
- Procurement and payment made
5. Financial management of the office budget*****a) Annual consolidation of unit's financial needs
- Budge requirement drafted
- Budget projections submitted to finance
- Availability of required funds
- Financial request documents completed and submitted to finance
Monthly spending patterns discussed with D:
ODG
- Well monitored Budget
- Well monitored Budget
- Funding reports available
Job Type:
Contract
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