Assistant Director: Administration

**Experience**
- At least 2 years’ experience in Office Administration.

*

**Learning Indicators/Qualification**s
- Three years National Diploma or Degree (NQF 6) in Office Management or Public

Administration / Office Technology / Business Administration / Business Management

**Knowledge**

a) Excellent knowledge of Government and Parliamentary processes

b) Knowledge of Departmental policies, processes and procedures

c) Knowledge and understanding of organizing, planning, and monitoring of projects

d) Good knowledge and understanding of PFMA & PSR

***

**Skills**

a) Organization and administration skills

b) Excellent verbal and written communication skills

c) Good interpersonal skills

d) Financial management

e) Report writing

f) Problem solving skills

g) Computer literacy

h) Project management

**Personal attributes**

a) Able to work under pressure

b) Must be reliable and trustworthy

c) Be able to work under pressure

d) Work independently whist being consultative

e) Pay attention to detail

f) Client focus and result orientated

g) Ability to work with diverse people

**1. **Administrative support**

a) Assist in doing quality assurance in
- Edited and formatted submissions approved by the DG and the

b) Processing and duplication approved

*
- Submissions duplicated and allocated tracing

*

c) Distribute approved submissions and letters to relevant programmes
- Approved submissions and letters distributed to the relevant programme

*

d) Drafting of letters, memoranda and submissions as Letters, memoranda and submissions drafted
- Letters, memoranda and submissions drafted

e) Providing feedback to officials on status of submissions
- Updates provided

f) Submitting copies of the submissions signed by the acting DG to the DG
- DG informed of submissions signed in his absence

**2. **Workflow processes in the ODG**

a) Assist with quality control on all DG memoranda drafted
- Quality assured DG Memoranda

b) Sending out preliminary memos to programmes on the same day of receipt
- Advance notification of urgent correspondences

c) Ensure that all draft memoranda have been signoff and distributed to programmes
- DG memoranda distributed to programmes

d) Assist in doing follow-ups of outstanding ministers and the DGs draft replies, briefing notes and speeches
- Draft replies, briefing notes and speeches approved by the DG and the Minister

e) Assist with coordination and finalization of reports to be presented at Opco and Exco
- Reports tabled at Opco and Exco

**3. **Document and information management**

***

a) Capture all incoming and outgoing documents and information into manageable and retrievable system
- Documents and information managed

b) Manually filing of DG memoranda after sending to programmes
- DG memos filed Manually

c) File approved submissions
- Submissions filed

d) Keep database of status of submissions including signed ones.
- Updated database

e)Record classified documents in a register
- Classified documents register kept

f) Shredding of documents
- Absolute documents shredded

**4. **Office suppliers and equipment management**

a) Order office suppliers
- Office suppliers available at all times

b) Ensure that office equipment is operational and inform appropriate person something is not working
- Office equipment operational

c) Assist with procurement of equipment and payment processes as required
- Procurement and payment made

**5. **Financial management of the office budget**

***

a) Annual consolidation of unit's financial needs
- Budge requirement drafted

b) Assist crafting of budget projections
- Budget projections submitted to finance

c) Prepare necessary documentation required for the movement or transfer of funds
- Availability of required funds

d) Completion of all SCM and financial documents such as BAS payment advices, petty cash and Log 1 forms
- Financial request documents completed and submitted to finance

e) Monthly spending patterns discussed with D: ODG
- Well monitored Budget

f) Keep record of all transfer payments
- Well monitored Budget

g) Assist with programme follow-ups of reports for projects funded from the transfer payment account.
- Funding reports available

**Job Type**: Contract