Assistant Director: Office of the DDG: Technology Innovation(12 months)
2 weeks ago
- 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.
- 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.
- 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.
- 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.
Knowledge:
- Knowledge of departmental policies.
- Knowledge of applicable protocols.
- Treasury regulations.
- Knowledge of Public Services Regulations.
- 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.
- Client focus and result orientated.
- Excellent interpersonal Relations.
- Ability to work with and in teams.
- Ability to multitask.
- Minimum of 3 years experience in secretarial or administration functions support to senior management.
- Secretarial Diploma or equivalent qualification.
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Pretoria, South Africa Kamo Placements Full timeSecretarial 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...
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Pretoria, South Africa Jobted ZA C2 Full timeSecretarial 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...
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