Admin Officer

**Gauteng**, Tshwane (Pretoria)**

**R 17160 - R 17167 Monthly**

**Our client the Department of Science and Innovation is looking for an Admin Officer for a 5 month contract to join their team.**
**Use the opportunity to see what perm / longer term roles are on offer and available within the organisation.**

**Level of the role: LEVEL 7**

**1. Financial administration and coordination Chief Directorate**

**(CD)/Directorate(D)**:
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- **Monitor monthly expenditure patterns and trends to budget projections.**
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- **Updated cash flow report with monthly expenditure.**
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- **Reconcile expenditure projection with the actual spending.**
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- **Inputs consolidated and submitted on time and in compliance**
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- **with departmental prescripts.**
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- **Coordinate financial planning processes.**
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- **Financial plans coordinated and budget consolidated.**
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- **Complete relevant documentation for transfer of funds.**
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- **Documentation completed and proof of payment received, recorded.**
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- **Process payment for procurement of goods and service.**
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- **Procurement of goods and services processed.**
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**2. Administration support***:
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- **Administer documents and check for compliance in line with the required DST standard (formatting etc.) or government prescripts.**
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- **Document received and checked for processing in line with standard operating procedure.**
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- **Monitor outgoing and incoming documentations and monitor compliance as outlined by various units.**
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- **Register of incoming and outgoing documents updated and monitored.**
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- **Draft routine letters, memos, reports, submissions etc.**
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- **Documents drafted and submitted for processing.**
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- **Provide secretariat services in the meetings when required.**
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- **Minutes of the meeting, packs etc.**
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- **Diary management**
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- **Diary managed.**
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- **Conduct logístical arrangements i.e. travel arrangements, booking of venues, caterings etc.**
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- **Logistical arrangements conducted.**
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- **Coordinate and consolidate monthly, quarterly, annual plans and reports within the CD/D.**
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- **Reports coordinated, consolidated and submitted.**
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**3. Events coordination**:
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- **Coordinate calendar of events and assist in organising workshops, conference, joint committee meetings and other department events that require unit participation etc.**
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- **Calendar of events monitored and events arranged according to**
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- **plan.**
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- **Assist in the preparation of events and arranging of packs/documents/promotional items/gifts etc. that will be used for the event.**
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- **Events packs/documents/promotional items/gifts prepared.**
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- **Provide support and inputs during plenary meetings for various**
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- **events, workshops etc.**
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- **Inputs provided during plenary of events, workshops etc.**
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**4. Documents and records keeping**:
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- **Keep records and ensure that they are easily accessible within the in chief directorate/directorate.**
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- **Updated records keeping and spreadsheet.**
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- **Maintain filing system manual and electronic within CD/D.**
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- **Easily accessible filling system maintained (electronically and**
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- **manually).**
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**REQUIREMENTS**:
**1. Knowledge**:
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- **Departmental policies and procedures.**
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- **Office administration practices and procedures.**
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- **Advanced use of word processing, spreadsheet and other software to create documents and materials requiring the interpretation and manipulation of data.**
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- **Knowledge of financial and administrative management.**
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- **Knowledge of Public Service Regulation Act.**
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**2. Skills**:
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- **Written and verbal communication skills**
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- **Report writing skills**
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- **Events coordination**
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- **Computer literacy and information management systems**
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- **Planning and organising**
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- **Record keeping**
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**3. Personal attributes**:
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- **Be able to liaise with different stakeholders at different levels**
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- **Team player**
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- **Proactive and innovative**
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**4. Experience**:
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- **1 year of experience in administration with National diploma or Degree.**
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- **or**
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- **At least 5 years of experience in administration with Certificate / Diploma.**
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For more information please contact:
**Andrea Doig