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Adminstration: Office of The Dg

2 months ago

Pretoria, South Africa Affirmative Portfolios Full time

**Office Administration ~ Project Management ~ PA (Personal Assistants) ~ Office Management**
**Pretoria**
***:
**ASSISTANT DIRECTOR: ADMINISTRATION - TEMP 12 MONTH CONTRACT**

**R339 283-20P/A (R28 273-60 P/M) - BRUMMERIA - PTA**

**Purpose**

To provide administrative support to the Office of the Director-General

**Duties and Responsibilities**
- Admin support
- Assist in doing quality assurance in submissions
- Processing and duplication approved submissions
- Distribute approved submissions and letter to relevant programmes
- Drafting of letters, memoranda and submissions as requested
- Providing feedback to officials on status of submissions
- Submitting copies of the submissions signed by the acting DG to the DG
- Workflow processes in the ODG
- Assist with quality control on all DG memoranda drafted
- Sending our preliminary memos to programmes on the same day of receipt
- Ensure that all draft memoranda have been signed off and distributed to programmes
- Assist in doing follow-ups of outstanding ministers and the DGs draft replies, briefing notes, and speeches
- Assist with coordination and finalisation of reports to be presented at Opco and Exco
- Document and information management
- Capture all incoming and outgoing documents and information into manageable and retrievable system
- Manually filing of FG memoranda after sending to programmes
- Files approved submissions
- Keep database of status of submissions including signed ones
- Record classified documents in a register
- Shredding of documents
- Office suppliers and equipment management
- Order office supplies
- Ensure that office equipment is operational and inform appropriate person something is not working
- Assist with procurement of equipment and payment processes as required
- Financial management of the office budget
- Annual consolidation of unit’s financial needs
- Assist crafting of budget projections
- Prepare necessary documentation required for the movement or transfer or funds
- Completion of all SCM and financial documents such as BAS payment advices, petty cash and Log 1 forms
- Monthly spending patterns discussed with D:ODG
- Keep record of all transfer payments
- Assist with programme follow ups of reports for projects funded from the transfer payment account.

**Knowledge and skills**
- Excellent knowledge of Government and Parliamentary processes
- Knowledge of Departmental Policies, processes, and procedures
- Knowledge and understanding of organising, planning, and monitoring of projects
- Good knowledge and understanding of PFMA & PSR
- Organisation and administration skills
- Excellent verbal and written communication skills
- Report writing
- Problem solving
- Computer literacy
- Project management

**Experience**

At least 2 years’ experience in Office Administration

**Qualifications**

3 years National Diploma or Degree (NQF 6) in office management or public administration / office technology / business administration / business management.

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