DDG’s schedule

Schedule meetings and liaise with the

individuals to find a mutually suitable

Date for the appointments.

Negotiate changes of dates and

venues with individuals and organisations to optimise the utilisation of the DDG

Screen all calls of the DDG

Respond to enquiries by proving the

Required information

responsibilities and core activities in line with schedule

Well managed diary and no appointment clashes or

congestion of the programme in

order to allow for flexibility & to cater for unforeseen eventualities

All calls diverted to appropriate person

All enquiries addressed to the

DDG attended to

and Coordination

DDG’s office attaching all relevant

documentation, specifying required

action, and facilitate processes connected therewith

Provide secretariat for Programme

Meetings

Compile and coordinates documentation for meetings as

required

timeframes to relevant person

Well edited and signed minutes of

the meetings

All documents are according to the

Approved prescribed format

and of required quality standards

for DDG

Arrange for payment of advances and

calculations of S&T expenditure for the DDG

Process petty cash requests and

Related procurements

time frames

Advances and S&T expenditure

approved before departure of the

DDG

Petty cash and related procurement approved and

Processed

Management

Coordinating arrangements for

workshops, conferences and other functions

Liaise with stakeholders on the planned events

Keep records of all documents for the

sub programme

Manage the document tracking

system in the Programme

Spreadsheet

All records kept in a safe for future use

Updated document tracking

spreadsheet