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Administration Officer: Office of the DDG: Corporate

3 months ago

Pretoria, South Africa Phaki Personnel Management Services Full time
JOB PURPOSE

  • To render administrative support within the Deputy Director-General


MINIMUM REQUIREMENTS

  • National diploma NQF 6 in Public Administration / Office Management and Technology/ Business Management
  • 1 year of experience working in the Office of the Director or above in public administration environment

RESPONSIBILITIES
Financial Administration and Coordination DDGs office
  • Monitor monthly expenditure patterns and trends to budget projections
  • Reconcile expenditure projection with the actual spending
  • Coordinate financial planning processes.
  • Complete relevant documentation for transfer of funds.
  • Process payment for procurement of goods and service
Administrative Support
  • Administer documents and check for compliance in line with the required DSI standard (formatting etc.) or government prescripts.
  • Monitor outgoing and incoming documentations and monitor compliance as outlined by various units.
  • Draft routine letters, memos, reports, submissions etc
  • Provide secretariat services in the meetings when required
  • Diary management
  • Conduct logistical arrangements i.e., travel arrangements, booking of venues, caterings etc.
  • Coordinate and consolidate monthly, quarterly, annual plans and reports within the DDG.

Project Administration
  • Provide assistance in developing project plans and capture progress in the projects’ cycle
  • Track progress on programme issue log and risk log with relevant project team members internally or externally and issue reminders and follow up actions.
  • Compile updated progress feedback letters based on the project’s schedules and progress meetings.
  • Identify and compiled possible project risks and compile reports for management action.
  • File and maintain updated records of projects e.g., financial expenditure, reports, memos, letters, contract status schedule.
  • Receive and check documents and letters compiled by the stakeholders, implementing units and ensure that they are processed accordingly.
Documents and Records Keeping
  • Keep records and ensure that they are easily accessible within the DDGs office
  • Maintain filing system manual and electronic within DDG.
  • Updated records keeping and spreadsheet.
  • Easily accessible filling system maintained (electronically and manually).