Snr Admin Officer: Office of The CEO

7 months ago

Pretoria, South Africa Affirmative Portfolios Full time

**Secretarial ~ Office Management**
**Pretoria**
***:
**Senior administration officer office of the chief director**

**Pretoria - 12 Month temp contract - R287 613-60 p/a**

**REQUIREMENTS**:

- A registered 3-years National Diploma or Degree
- Minimum of 2 years working experience in administration
- Basic understanding of Departmental policies
- Clear understanding of office administration activities and processes
- Knowledge of PFMA
- Knowledge of Public service act and regulations
- Knowledge of applicable directives

**DUTIES**
- To provide secretarial and office administration services to the Chief Director
- Diary Management, meetings, events, and correspondence
- Screen appointments before scheduling them in professional and courteous manner
- Reschedule appointments using direction when an urgent or important meeting take precedence
- Record the engagements of the senior manager
- Respond to queries
- Compile and coordinates documentation for meetings as requested
- Arrange and coordinate meetings, workshop, seminars, and other similar events (as and when required) and prepare relevant packs
- Notify carious stakeholders of events scheduled by the Chief Directorate
- Notify relevant stakeholders of changes to appointments or meetings professionally
- Make logístical arrangements as required (including procurement processes)
- Arrange traveling and accommodation for Chief Director, prepare travel packs and process claims accordingly
- Assist with procurement and payment processing as required
- Provide secretariat for Chief Directorates meetings and follow up on matters arising
- Administration Support
- Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually)
- Ensure the updating of Chief Directorate strategic information on the intranet/relevant platform
- Coordinate and quality assure submission of strategic reports (PMDS, Annual Reports, Strategic plans, Audit reports, etc.) within the specific timeframe
- Draft, edit and format documents such as submission, memos, letters, presentations, etc. using Departmental Templates
- Order office supplies as needed
- Maintain an inventory of office equipment’s for the Chief Directorate and liaise with necessary personnel for maintenance and replacements
- Keep an up-to-date list of contact numbers for the Chief Directorate
- Budget administration Support
- Expenditure monitoring for the CD
- Collect and coordinate all the documents that relate to the managers budget
- Assist manager in determining funding requirements for purposes of MTEF submissions
- Keep record of expenditure commitments, monitors expenditure is allocated correctly
- Checks and correlates BAS reports to ensure that expenditure is allocated correctly
- Identifies the need to move funds between items, consults with the CD and compiles draft memos for this purpose
- Compares the MTEF allocation with the requested budget and informs the CD pf changes
- Project administration support
- Develop and maintain a database on CD projects
- Coordinate progress update with relevant components and follow-up on outstanding tasks
- Provide administrative support in the implementation of the TOR
- Provide advise to the CD on challenges for further interventions

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