- At least 3 - 5 years experience in Office Administration.
- Senior Management experience
- Three years National Diploma or Degree (NQF 6) in Office Management or Public
Knowledge
- Excellent knowledge of Government and Parliamentary processes
- Knowledge of Departmental policies, processes and procedures
- Knowledge and understanding of organizing, planning, and monitoring of projects
- Good knowledge and understanding of PFMA & PSR
- Organization and administration skills
- Excellent verbal and written communication skills
- Good interpersonal skills
- Financial management
- Report writing
- Problem solving skills
- Computer literacy
- Project management
- 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
- Administrative support
- Assist in doing quality assurance in
- Edited and formatted submissions approved by the DG and the
- Processing and duplication approved
- Submissions duplicated and allocated tracing
- Distribute approved submissions and letters to relevant programmes
- Approved submissions and letters distributed to the relevant programme
- Drafting of letters, memoranda and submissions as Letters, memoranda and submissions drafted
- Letters, memoranda and submissions drafted
- Providing feedback to officials on status of submissions
- Updates provided
- Submitting copies of the submissions signed by the acting DG to the DG
- DG informed of submissions signed in his absence
- Workflow processes in the ODG
- Assist with quality control on all DG memoranda drafted
- Quality assured DG Memoranda
- Sending out preliminary memos to programmes on the same day of receipt
- Advance notification of urgent correspondences
- Ensure that all draft memoranda have been signoff and distributed to programmes
- DG memoranda distributed to programmes
- 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
- Assist with coordination and finalization of reports to be presented at Opco and Exco
- Reports tabled at Opco and Exco
- Document and information management
- Capture all incoming and outgoing documents and information into manageable and retrievable system
- Documents and information managed
- Manually filing of DG memoranda after sending to programmes
- DG memos filed Manually
- File approved submissions
- Submissions filed
- Keep database of status of submissions including signed ones.
- Updated database
- Record classified documents in a register
- Classified documents register kept
- Shredding of documents
- Absolute documents shredded
- Office suppliers and equipment management
- Order office suppliers
- Office suppliers available at all times
- Ensure that office equipment is operational and inform appropriate person something is not working
- Office equipment operational
- Assist with procurement of equipment and payment processes as required
- Procurement and payment made
- Financial management of the office budget
- Annual consolidation of unit's financial needs
- Budge requirement drafted
- Assist crafting of budget projections
- Budget projections submitted to finance
- Prepare necessary documentation required for the movement or transfer of funds
- Availability of required funds
- 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
- Monthly spending patterns discussed with D: ODG
- Well monitored Budget
