Only 24h Left: Assistant Director: Office of the DDG: Technology Innovation(12 months)

2 weeks ago

Pretoria, South Africa Jobted ZA C2 Full time

Secretarial Support:

- Plan, organise and co-ordinate the DDGs schedule.
- Efficient and effective management and coordination of the DDGs responsibilities and core activities in line with schedule.
- Schedule meetings and liaise with the individuals to find a mutually suitable date for the appointments.
- Well managed diary and no appointment clashes or congestion of the programme to allow for flexibility & to cater for unforeseen eventualities.
- Negotiate changes of dates and venues with individuals and organisations to optimise the utilisation of the DDG.
- Screen all calls of the DDG.
- All calls diverted to appropriate person.
- Respond to enquiries by proving the required information.
- All enquiries addressed to the DDG attended to.

Office Administration and Coordination:

- Draft memos, submissions etc from the office of the DDGs attaching all relevant documentation, specifying required action, and facilitate processes connected therewith.
- Documents available within timeframes to relevant person.
- Compiling and updating the inputs for the dashboard on decisions made and make follow-ups.
- Dashboard updated and follow-up made.
- Provide secretariat for Programme meetings.
- Well edited and signed minutes of the meetings.
- Compile and coordinates documentation for meetings as required.
- All documents are according to the approved prescribed format and of required quality standards.
- Conduct basic desktop research.
- Basic desktop research conducted.

Logistical and budgetary support

- Arrange travelling and accommodation for DDG.
- All travel arrangements of the DDG arranged within reasonable timeframes.
- Arrange for payment of advances and calculations of S&T expenditure for the DDG.
- Advances and S&T expenditure approved before departure of the DDG.
- Coordinate information on monthly expenditure patterns.
- Monthly expenditure patterns information coordinated.
- Monitor financial expenditure.
- Financial expenditure monitored.
- Reconciling expenditure projection of the Programme against actual spending.
- Expenditure projections reconciled.
- Process petty cash requests and related procurements.
- Petty cash and related procurement approved and processed.

Stakeholder liaison and events coordination:

- Maintain calendar of events.
- Well-coordinated events.
- Coordinating arrangements for workshops, conferences and other functions.
- Liaise with stakeholders on the planned events.
- Develop and maintain stakeholder database.
- Stakeholder database maintained.
- Engage with relevant stakeholders as required.
- Relevant stakeholders engaged as required.

Documents and records Management:

- Manage the document tracking system in the Programme.
- Updated document tracking spreadsheet.
- Keep records of all documents for the programme electronically and manually as
-
- All records kept in a safe for future use.
- Monitor and update database of the documents submitted to the programme manually /
-
- Monitored and updated database.

Competency Requirements:
Knowledge:

- Knowledge of departmental policies.
- Knowledge of applicable protocols.
- Treasury regulations.
-
- Knowledge of Public Services Regulations.

Skills:

- Good computer skills (MS Word, Excel, PowerPoint, internet and email).
- Good Communications Skills.
- Strong negotiation skills.
-
- Project management skills.
- Administrative skills.
- Events Coordination.
- General Office Administration.
- Document and File Management.
- Organising skills.

Personal attributes:

- Client focus and result orientated.
- Excellent interpersonal Relations.
-
- Ability to work with and in teams.
- Ability to multitask.

Experience:

- Minimum of 3 years experience in secretarial or administration functions support to senior management.

Learning Indicators/Qualifications:

- Secretarial Diploma or equivalent qualification.

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