Assistant Director: Office of the DDG: Technology Innovation(12 months)

3 weeks ago

Pretoria, South Africa Kamo Placements Full time
Secretarial Support:
  • Plan, organise and co-ordinate the DDGs schedule.
  • Efficient and effective management and coordination of the DDGs responsibilities and core activities in line with schedule.
  • Schedule meetings and liaise with the individuals to find a mutually suitable date for the appointments.
  • Well managed diary and no appointment clashes or congestion of the programme to allow for flexibility & to cater for unforeseen eventualities.
  • Negotiate changes of dates and venues with individuals and organisations to optimise the utilisation of the DDG.
  • Screen all calls of the DDG.
  • All calls diverted to appropriate person.
  • Respond to enquiries by proving the required information.
  • All enquiries addressed to the DDG attended to.
Office Administration and Coordination:
  • Draft memos, submissions etc from the office of the DDGs attaching all relevant documentation, specifying required action, and facilitate processes connected therewith.
  • Documents available within timeframes to relevant person.
  • Compiling and updating the inputs for the dashboard on decisions made and make follow-ups.
  • Dashboard updated and follow-up made.
  • Provide secretariat for Programme meetings.
  • Well edited and signed minutes of the meetings.
  • Compile and coordinates documentation for meetings as required.
  • All documents are according to the approved prescribed format and of required quality standards.
  • Conduct basic desktop research.
  • Basic desktop research conducted.

Logistical and budgetary support
  • Arrange travelling and accommodation for DDG.
  • All travel arrangements of the DDG arranged within reasonable timeframes.
  • Arrange for payment of advances and calculations of S&T expenditure for the DDG.
  • Advances and S&T expenditure approved before departure of the DDG.
  • Coordinate information on monthly expenditure patterns.
  • Monthly expenditure patterns information coordinated.
  • Monitor financial expenditure.
  • Financial expenditure monitored.
  • Reconciling expenditure projection of the Programme against actual spending.
  • Expenditure projections reconciled.
  • Process petty cash requests and related procurements.
  • Petty cash and related procurement approved and processed.
Stakeholder liaison and events coordination:
  • Maintain calendar of events.
  • Well-coordinated events.
  • Coordinating arrangements for workshops, conferences and other functions.
  • Liaise with stakeholders on the planned events.
  • Develop and maintain stakeholder database.
  • Stakeholder database maintained.
  • Engage with relevant stakeholders as required.
  • Relevant stakeholders engaged as required.
Documents and records Management:
  • Manage the document tracking system in the Programme.
  • Updated document tracking spreadsheet.
  • Keep records of all documents for the programme electronically and manually as
  • All records kept in a safe for future use.
  • Monitor and update database of the documents submitted to the programme manually /
  • Monitored and updated database.
Competency Requirements:
Knowledge:
  • Knowledge of departmental policies.
  • Knowledge of applicable protocols.
  • Treasury regulations.
  • Knowledge of Public Services Regulations.
Skills:
  • Good computer skills (MS Word, Excel, PowerPoint, internet and email).
  • Good Communications Skills.
  • Strong negotiation skills.
  • Project management skills.
  • Administrative skills.
  • Events Coordination.
  • General Office Administration.
  • Document and File Management.
  • Organising skills.
Personal attributes:
  • Client focus and result orientated.
  • Excellent interpersonal Relations.
  • Ability to work with and in teams.
  • Ability to multitask.
Experience:
  • Minimum of 3 years experience in secretarial or administration functions support to senior management.
Learning Indicators/Qualifications:
  • Secretarial Diploma or equivalent qualification.

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