Administrative Officer: Technical Services, Ref No

3 days ago

Cape Town, South Africa Western Cape Government Full time

**Job Purpose**:
The Department of Infrastructure, Western Cape Government has an opportunity for a suitably qualified and competent individual to render administrative support to the Director. This post is stationed in Cape Town, CBD.

**Minimum Requirements**:
1-2 year post school qualification; A minimum of 3 years relevant experience; A valid (Code B or higher) driving licence.

NB: People with disabilities that restrict driving abilities, but who have reasonable access to transport, may also apply.

**Recommendation**:
Experience in the following: Administrative; Project management; Human Resource Management; Relevant systems; Projects in the built environment.

**Key Performance Areas**:
Attend meetings and arrange for taking of minutes; Draft and arrange for typing of general correspondence; Manage and ensure that the necessary office equipment allocated to the office of the senior manager is in good working order;** **Responsible for managing booking and use of the meeting and/or conference room/s allocated to the office of the senior manager; Safe keeping and maintaining detailed record of all correspondence and maintaining gift register; Manage and oversee electronic correspondence; Tracking documents; Distribute and follow up of all outstanding matters for the senior manager; Remain up to date with all applicable policies or prescripts and procedures applicable to the Chief Directorate to ensure efficient and effective support to the senior manager; Ensure that reception area and conference, meeting room/s of the senior manager are kept tidy at all times; Organise refreshments for meetings; Manage regular meetings of the senior manager; Manage trip authorities, payments, Subsistence and Travel claims as well as processing cellphone accounts of the senior manager; Screening of telephone calls and arrange travelling and accommodation for the senior manager, as required;** **Monitor office consumables stock register, monitor usage and report obvious or suspected misuse; Follow up on outstanding orders and provide feedback; Keep comprehensive record of all relevant documentation and transactions; Order and issue stationary in accordance with departmental prescripts for the Chief Directorate General Infrastructure and Workshop;** **Manage the timeous procurement of goods and services for the office of the senior manager;** **Check invoices for correctness, bank details and possible double payments; Capture and process payments and claims accurately and immediately on correct systems and in accordance with PFMA and other relevant prescripts; Address enquiries from consultants, contractors and technical staff in a friendly and effective manner; Ensure proper record keeping of all payments, claims, copies and supporting documentation; Registering and sending on SIT’s; Updating and monitoring of electronic invoice register; Ensure timeous and correct capturing of relevant data and processing of all payments and claims;** **Check, verify and approve payments and claims within delegated authority; Monitor and ensure that all payments and claims were processed correctly;** **Collate information and provide management reports on financial and performance issues; Obtain reports on compensation and expenditure and assist with record keeping.

**Competencies**:
Knowledge of the following: Procurement procedures; Applicable legislations; Skills needed: Proven computer literacy (MS Office); Written and verbal communication; Record keeping; Ability to work under pressure; Ability to work independently and in a team.

**Remuneration**:
R 269 214 per annum (Salary Level 7)

Note on remuneration: Employees' service benefits or obligations (13th cheque, medical assistance, housing assistance, pension-fund contributions, etc) are funded or co-funded in terms of the applicable prescripts or collective agreements.

**Notes**:
**Attachments (if applicable)**:

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