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Sub-district Office Administrator

4 weeks ago

Rustenburg, South Africa Africore Consulting Full time

**JOB TITLE : Sub-District Office Administrator**
**LOCATION : Madikwe Sub-District Office**
**TYPE OF APPOINTMENT : Fixed Term**
**PERIOD : August 2023 - March 2024**
**REPORTING : District Office Administrator**

**JOB PURPOSE**
- To manage the elections of traditional councils (TCs) in the assigned sub-district.
- To provide administrative function and execution of electoral tasks.
- To manage election staff including electoral staff.
- To manage key stakeholder relations
- To manage the sub-district office systems, processes and procedures.
- To ensure the success of the elections within the assigned sub-district

**AREA RESPONSIBILITIES**

**ELECTORAL STAFF, RECRUITMENT & TRAINING**
- Identification and procurement of training venues
- Recruitment of electoral staff.
- Ensure that POs have access to cellular phones.
- Ensure that POs and/or DPOs have access to vehicles, if required.

**INFRASTRUCTURE**
- Assist with the identification of voting stations
- Assist with the conclusions of lease agreements.
- Assist with the procurement of temporary infrastructure and facilities.
- Confirm availability of keys and access one week prior to an electoral event.

**LOGISTICS (PRE- EVENT)**
- Assist with the verification of equipment and election materials during picking and packing phase, prior to distribution.
- Assist, coordinate and supervise the logístical distribution of voting station equipment and registration/election materials.
- Confirm the availability and construction of temporary facilities (tents, toilets, water, etc.)

**CANDIDATE NOMINATION AND SELECTION**
- Ensure that the proceedings of the traditional community meeting are recorded.

**LOGISTICS (DURING EVENT)**
- **Monitor and replenish electoral logistics in particular registration materials and **ballot papers at the various voting stations.
- Act as communication link between the presiding officer and the relevant local office of the IEA or the Department.
- Trouble shooting, problem solving and support at voting stations.
- Ensure that all electoral replacement staff contracts and attendance registers have been completed and report replacements timeously to the local office.
- Monitor and ensure that relevant registration or election diaries of the registration supervisor/presiding officer are duly and properly completed as required throughout the day.

**LOGISTICS (POST EVENT)**
- Collect completed and signed forms /results slips and return these to the local office.
- Collect registration or election materials (e.g. contracts, attendance registers, elections diaries, etc.) and equipment/election materials from the voting station and return to relevant local office (roll back).
- Ensure that the Area manager and elections diaries of Presiding Officers have been completed and signed off as required.
- Report on the status of voting stations upon returning it to the relevant landlord.
- Attend debriefing session(s) and provide feedback/input

**The District Office Administrator may add, amend or withdraw any function or duty assigned to you as the need arises.**

**KEY PERFORMANCE AREA**
- Support the District Office Administrator.
- Manage electoral processes in the assigned area of operation.
- Assist with the recruitment of suitable election officers.
- Verify the infrastructure and location of voting stations, and TC boundaries.
- Oversee the securing of lease arrangements for voting sites and other infrastructure.
- Arrange for access to the voting station and other infrastructure sites.
- Assist with the coordination/logistics for the training of all election officers.
- Ensure that election materials have been allocated to voting stations.
- Ensure that electoral staff have completed and signed their contracts and attendance registers.
- Ensure that all public announcement posters are properly displayed.
- Attend to the replacement of electoral staff when needed.
- Ensure the deployment of administrative staff to manage the electoral procedures.
- Assist with planning and administration of special votes.
- Hold the ballot paper buffer stock and allocate to voting stations when necessary.
- Ensure that Presiding Officers report on the opening and closing of voting stations.
- Establish liaison channels with traditional leaders and traditional communities.
- Support the communication and voter education campaigns.
- Ensure that results are transmitted correctly and all electoral materials are stored in secure facilities.

**ATTRIBUTES**
- In a professional, dignified, competent, independent, impartial, and unbiased manner free from fear, favour or prejudice;
- With due diligence and care and with the utmost good faith; and
- With fiscal prudence and strict financial management and controls.

**SKILLS ATTRIBUTES**
- Stakeholder management
- Problem-solving
- Computer Literacy (Excel, MS Word, MS Teams etc.)
- Time management
- Proper project resource utilisation
- Communication and writing skills Organisational skills
- Interpersona

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