Deputy Director: Admin Office of the CEO

4 days ago

Pretoria, South Africa Kamo Placements Full time
DESCRIPTION OF TASKS:
Strategic and Annual Planning and Reporting:
  • Coordinate inputs, conduct desktop research, consult relevant stakeholders (NACI council, experts, staff, etc.) and draft strategic and annual performance plans
  • Strategic and annual performance plans drafted.
  • Draft presentations and submissions to Council, Minister and Parliament.
  • Presentations and submissions to Council, Minister and Parliament drafted.
  • Facilitate the publication process for approved plans and reports.
  • Reports and plans published in relevant platforms and agreed format.
  • Draft quarterly and annual reports.
  • Quarterly and annual reports drafted
  • Draft submissions to Council, and Minister.
  • Submissions to Council, Minister and Parliament drafted.
  • Monitor Secretariats project performance.
  • Secretariat projects performance monitored.
  • Coordinate and manage the CEO projects.
  • CEO projects coordinated and managed.
  • Arrange and coordinate quarterly reviews and planning sessions.
  • Quarterly reviews and planning sessions arranged and coordinated.

NACI Board/Council Secretariat:
  • Facilitate the approval and submission of Advice to the Minister.
  • Draft Advice memo(s).
  • Coordinate and manage activities (including launch of STI Indicators.
  • Council and EXCO activities.
  • Report-flagship project) of Council and EXCO.
  • coordinated and managed.
  • Arrange Council and EXCO meetings.
  • Council and EXCO meetings arranged Facilitate agenda setting.
  • Distribution of documents timeously to Council members and EXCO members.
  • Manage interface between Council, Director-General (DG) and Minister.
  • Interface between Council, DG and Minister.
  • Facilitate dissemination of all reports after Advice Letters have been presented to Minister.
  • Number of reports disseminated to relevant stakeholders.
  • Ensure all Council and EXCO decisions are following the NACI Act and company policies.
  • Minutes are captured accurately.
  • Ensure highest form of corporate governance is maintained including the implementation of the Council charter.
  • Ensuring Council and EXCO decisions are implemented.
  • Council charter implemented.

Financial Management and Coordination:
  • Manage MTEF and operational budgeting processes.
  • Relevant budgets submitted on time in the appropriate formats.
  • Manage expenditure control and monitoring.
  • No unplanned expenditure over- or under-runs.
  • Develop and provide responses to all related queries from Finance.
  • Timeous and accurate responses to queries from Finance.
  • Facilitation of collaborative administrative function within and in support of the CEO office.
  • Ensure effective functionality in the office of the CEO.

Administration and coordination across NACI:
  • Manage and create all administrative processes and projects within the CEOs office.
  • Coordinated office operations and procedures enabling effectiveness and efficiency.
  • Compliance with NACI administrative processes.
  • Monitor adherence to company and NACI policies.
  • Compliance with company and NACI policies.
  • Manage quality assurance of all documentation and submissions.
  • High quality documents and submissions managed.
  • Monitor all submissions.
  • Submissions are processed timeously.
  • Coordinate Secretariat and management meetings.
  • Meeting records kept.
  • Develop and provide responses to all related queries from the CEOs office or elsewhere in NACI.
  • Timeous and accurate responses to all queries.
Communication:
  • Coordinate the collation and dissemination of information within the Secretariat.
  • Effective information and knowledge flows within the Programme.
  • Manage external liaison as instructed by the CEO.
  • Queries responded to timeously and effectively.
  • Draft internal administration policies and procedures.
  • Monitor effectiveness of internal administration policies and procedures.
Records and knowledge management:
  • Recording of all meetings in Alfresco.
  • Knowledge management strategy developed.
  • Development of knowledge management tools.
  • Knowledge management tools developed.
  • Development of knowledge management strategy.
  • All records placed on Alfresco.

Competency Requirements:
Knowledge:
  • Knowledge of Government and Parliamentary processes.
  • Knowledge of Departmental policies, processes and procedures.
  • An extensive knowledge of Finances processes, Human resource procedures, and Administration.
  • Understanding of corporate governance systems.
  • Good knowledge and understanding of PFMA & PSR.
  • Basic understanding of the NSI

Skills:
  • Financial Management.
  • Planning and organizing.
  • Change management.
  • Influencing skills.
  • Service delivery and innovation.
  • Customer orientation and service.
  • Problem solving skills.
  • Policy development.
  • Communication (writing, presentation & verbal).
  • Computer literacy.
  • Analytical skills.
  • Negotiations.
  • Stakeholder liaison.
  • Project management.
  • Stakeholder management.

Personal attributes:
  • Ability to work with diverse people.
  • Ability to work under pressure.
  • Ability to work independently.
  • Team player.
  • Be innovative and creative.
  • Ability to analyse and resolve problems in the daily operations of the CEOs office.
  • Ability to prioritise work schedules and meet commitments and deadlines.
  • Can work in high pressured environment.
Experience:
  • 3years experience in at least two of these areas; (administration, planning, reporting and governance) within the Senior Management Office.
Learning Indicators/Qualifications:
  • A minimum National Diploma / Degree NQF 6.

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