Assistant Director: Administration in The Office of
1 week ago
Administrative Support:
- Assist in doing quality assurance in submissions.
- Processing and duplication approved submissions.
- Distribute approved submissions and letters to relevant
programmes.
- Drafting of letters, memoranda and submissions as requested.
- Providing feedback to officials on status of submissions.
- Submitting copies of the submissions signed by the acting
DG to the DG.
Workflow processes in the ODG:
- Assist with quality control on all DG memoranda drafted.
- Sending out preliminary memos to programmes on the same day of receipt.
- Ensure that all draft memoranda have been signed off and distributed to programmes.
- Assist in doing follow-ups of outstanding ministers and the DGs draft replies, briefing notes and speeches.
- Assist with coordination and finalisation of reports to be presented at Opco and Exco.
Document and information management:
- Capture all incoming and outgoing documents and information into manageable and retrievable system.
- Manually filing of DG memoranda after sending to
programmes.
- File approved submissions.
- Keep database of status of submissions including signed ones.
- Record classified documents in a
register.
- Shredding of documents.
Office suppliers and equipment management:
- Order office supplies.
- Ensure that office equipment is operational and inform appropriate person something is not working.
- Assist with procurement of equipment and payment processes as required.
Financial management of the office budget:
- Annual consolidation of unit's financial needs.
- Assist crafting of budget projections.
- Prepare necessary documentation required for the movement or transfer of funds.
- Completion of all SCM and financial documents such as
BAS payment advices, petty cash and Log 1 forms.
- Monthly spending patterns discussed with D:ODG.
- Keep record of all transfer payments.
- Assist with programme follow ups of reports for projects funded from the transfer payment account.
**COMPETENCY REQUIREMENTS**
Knowledge:
- Excellent knowledge of Government and Parliamentary
- processes
- Knowledge of Departmental policies, processes and
- procedures
- Knowledge and understanding of organising, planning,
- and monitoring of projects
- Good knowledge and understanding of PFMA & PSR
**Skills**:
- Organisation and administration skills
- Excellent verbal and written communication skills
- Good interpersonal skills
- Financial management
- Report writing
- Problem solving skills
- Computer literacy
- Project management
Personal attributes:
- Able to work under pressure
- Must be reliable and trustworthy
- Be able to work under pressure
- Work independently whist being consultative
- Pay attention to detail
- Client focus and result orientated
- Ability to work with diverse people
**Experience**:
- At least 2 years experience in Office Administration
Learning Indicators/Qualifications:
- Three years National Diploma or Degree (NQF 6) in Office Management or Public Administration / Office Technology / Business Administration / Business Management.
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