Job Details
Job Description
PURPOSE OF THE POST
To ensure efficient and effective management and coordination of the DDGs responsibilities.
DESCRIPTION OF TASKS
NO | Key result areas | Activities | Result indicators |
1 | Secretarial Support | Plan, organise and co-ordinate the
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 |
Efficient and effective management and coordination of the DDG’s
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 |
2 | Office Administration
and Coordination |
Draft memos from the office of the
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 |
Documents available within
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 |
3 | Logistical Support | Arrange travelling and accommodation
for DDG
Arrange for payment of advances and calculations of S&T expenditure for the DDG
Process petty cash requests and Related procurements |
All travel arrangements of the DDG arranged within reasonable
time frames
Advances and S&T expenditure approved before departure of the DDG
Petty cash and related procurement approved and Processed |
4 | Events coordination/
Management |
Maintain calendar of events
Coordinating arrangements for workshops, conferences and other functions
Liaise with stakeholders on the planned events |
Well-coordinated events |
5 | Documents and records Management | Manage the document tracking system in the Programme
Keep records of all documents for the sub programme
Manage the document tracking system in the Programme |
Updated document tracking
Spreadsheet
All records kept in a safe for future use
Updated document tracking spreadsheet |
COMPETENCY REQUIREMENTS
Knowledge
- Knowledge of departmental policies
- Knowledge of applicable protocols
- Treasury regulations
- PFMA
- Knowledge of Public Services Regulations
Skills
- Good computer skills (MS Word, Excel, PowerPoint,
- internet and email)
- Good Communications Skills
- Strong negotiation skills
- Diplomatic
- Project management skills
- Administrative skills
- Events Coordination
- General Office Administration
- Document and File Management
- Organising skills
Personal attributes
- Client focus and result orientated
- Excellent interpersonal Relations
- Proactive
- Ability to work with and in teams
- Ability to multi task
Experience
- Minimum of 3 years’ experience in secretarial or administration functions at supervisory level.
LEARNING INDICATORS/QUALIFICATIONS
- An NQF level 7 qualification in Office Management or Public Administration or related