Apply in 3 Minutes: Deputy Director: Admin Office of the CEO

2 days ago

Pretoria, South Africa Jobted ZA C2 Full time

DESCRIPTION OF TASKS:
Strategic and Annual Planning and Reporting:

- Coordinate inputs, conduct desktop research, consult relevant stakeholders (NACI council, experts, staff, etc.) and draft strategic and annual performance plans
- Strategic and annual performance plans drafted.
- Draft presentations and submissions to Council, Minister and Parliament.
- Presentations and submissions to Council, Minister and Parliament drafted.
- Facilitate the publication process for approved plans and reports.
- Reports and plans published in relevant platforms and agreed format.
- Draft quarterly and annual reports.
- Quarterly and annual reports drafted
- Draft submissions to Council, and Minister.
- Submissions to Council, Minister and Parliament drafted.
- Monitor Secretariats project performance.
- Secretariat projects performance monitored.
- Coordinate and manage the CEO projects.
- CEO projects coordinated and managed.
- Arrange and coordinate quarterly reviews and planning sessions.
- Quarterly reviews and planning sessions arranged and coordinated.

NACI Board/Council Secretariat:

- Facilitate the approval and submission of Advice to the Minister.
- Draft Advice memo(s).
- Coordinate and manage activities (including launch of STI Indicators.
- Council and EXCO activities.
- Report-flagship project) of Council and EXCO.
- coordinated and managed.
- Arrange Council and EXCO meetings.
- Council and EXCO meetings arranged Facilitate agenda setting.
- Distribution of documents timeously to Council members and EXCO members.
- Manage interface between Council, Director-General (DG) and Minister.
- Interface between Council, DG and Minister.
- Facilitate dissemination of all reports after Advice Letters have been presented to Minister.
- Number of reports disseminated to relevant stakeholders.
- Ensure all Council and EXCO decisions are following the NACI Act and company policies.
- Minutes are captured accurately.
- Ensure highest form of corporate governance is maintained including the implementation of the Council charter.
- Ensuring Council and EXCO decisions are implemented.
- Council charter implemented.

Financial Management and Coordination:

- Manage MTEF and operational budgeting processes.
- Relevant budgets submitted on time in the appropriate formats.
- Manage expenditure control and monitoring.
- No unplanned expenditure over- or under-runs.
- Develop and provide responses to all related queries from Finance.
- Timeous and accurate responses to queries from Finance.
- Facilitation of collaborative administrative function within and in support of the CEO office.
- Ensure effective functionality in the office of the CEO.

Administration and coordination across NACI:

- Manage and create all administrative processes and projects within the CEOs office.
- Coordinated office operations and procedures enabling effectiveness and efficiency.
- Compliance with NACI administrative processes.
- Monitor adherence to company and NACI policies.
- Compliance with company and NACI policies.
- Manage quality assurance of all documentation and submissions.
- High quality documents and submissions managed.
- Monitor all submissions.
- Submissions are processed timeously.
- Coordinate Secretariat and management meetings.
- Meeting records kept.
- Develop and provide responses to all related queries from the CEOs office or elsewhere in NACI.
- Timeous and accurate responses to all queries.

Communication:

- Coordinate the collation and dissemination of information within the Secretariat.
- Effective information and knowledge flows within the Programme.
- Manage external liaison as instructed by the CEO.
- Queries responded to timeously and effectively.
- Draft internal administration policies and procedures.
- Monitor effectiveness of internal administration policies and procedures.

Records and knowledge management:

- Recording of all meetings in Alfresco.
- Knowledge management strategy developed.
- Development of knowledge management tools.
- Knowledge management tools developed.
- Development of knowledge management strategy.
- All records placed on Alfresco.

Competency Requirements:
Knowledge:

- Knowledge of Government and Parliamentary processes.
- Knowledge of Departmental policies, processes and procedures.
- An extensive knowledge of Finances processes, Human resource procedures, and Administration.
- Understanding of corporate governance systems.
- Good knowledge and understanding of PFMA & PSR.
- Basic understanding of the NSI

Skills:

- Financial Management.
- Planning and organizing.
- Change management.
- Influencing skills.
- Service delivery and innovation.
- Customer orientation and service.
- Problem solving skills.
- Policy development.
- Communication (writing, presentation & verbal).
- Computer literacy.
- Analytical skills.
- Negotiations.
- Stakeholder liaison.
- Project management.
- Stakeholder management.

Personal attributes:

- Ability to work with diverse people.
- Ability to work under pressure.
- Ability to work independently.
- Team player.
- Be innovative and creative.
- Ability to analyse and resolve problems in the daily operations of the CEOs office.
- Ability to prioritise work schedules and meet commitments and deadlines.
- Can work in high pressured environment.

Experience:

- 3years experience in at least two of these areas; (administration, planning, reporting and governance) within the Senior Management Office.

Learning Indicators/Qualifications:

- A minimum National Diploma / Degree NQF 6.

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