Assistant Director: Office of The Ddg

2 weeks ago

Pretoria, South Africa Affirmative Portfolios Full time

**PA (Personal Assistants) ~ Office Management**
**Pretoria**
***:
**Assistant Director: Office of the DDG**

**Pretoria - R339 283-00pa**

**12 Month Fixed Term Contract**

**PURPOSE OF THE POST**:
To ensure efficient and effective management and coordination of the DDGs responsibilities.

**Key Areas**

**Secretarial Support**
- Plan, organise and co-ordinate the DDG’s schedule
- Schedule meetings and liaise with the individuals to find a mutually suitable date for the appointments
- Negotiate changes of dates and venues with individuals and organisations to optimise the utilisation of the DDG
- Screen all calls of the DDG
- Respond to enquiries by proving the required information

**Office administration and coordination**
- Draft memos, submissions etc from the office of the DDG’s attaching all relevant documentation, specifying required action, and facilitate processes connected therewith
- Compiling and updating the inputs for the dashboard on decisions made and make follow-ups
- Provide secretariat for Programme meetings
- Compile and coordinates documentation for meetings as required
- Conduct basic desktop research

**Logistical and budgetary support**
- Arrange travelling and accommodation for DDG
- Arrange for payment of advantages and calculations of S&T expenditure for the DDG
- Coordinate information on monthly expenditure
- Reconciling expenditure projection of the programme against actual spending
- Process petty cash requests and related procurements

**Stakeholder liaison and events coordination**
- Maintain calendar of events
- Coordinating arrangements for workshops, conferences, and other functions
- Liaise with stakeholders on the planned events
- Develop and maintain stakeholder database
- Engage with relevant stakeholders as required

**Documents and records management**
- Manage the document tracking system in the programme
- Keep records of all documents for the programme electronically and manually as required
- Monitor and update database of the documents submitted to the programme manually/electronically

**Experience required**
- Minimum of 3 years’ experience in secretarial or administration functions support to senior management

**Skills**
- Good communication skills
- Strong Negotiation skills
- Administration Skills
- Event Coordination
- General Office administration
- Documents and File Management

**Qualifications**

Secretarial Diploma or Equivalent qualification

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