Senior Administrator Officer
Pretoria - Gauteng
12-month fixed term contract
R301 100pa
Purpose Of The Post
To provide secretarial and office administration services to the Chief Director.
Key Performance Areas
- Diary management, meetings, events, and correspondences:
- Screen appointments before scheduling them in a professional and courteous manner.
- Reschedule appointments using discretion when urgent or important meetings take precedence.
- Record the engagements of the senior manager.
- Respond to queries (verbal or electronic).
- Compile and coordinate documentation for meetings as required.
- Arrange and coordinate meetings, workshops, seminars, and other similar events (as and when required) and prepare relevant packs.
- Notify various stakeholders of events scheduled by the Chief Directorate.
- Notify relevant stakeholders of changes to appointments or meetings professionally.
- Make logistical arrangements as required (including procurement processes).
- Arrange traveling and accommodation for Chief Director, prepare travel packs, and process claims accordingly.
- Assist with procurement and payment processing as required.
- Provide secretariat for Chief Directorates meetings and follow up on matters arising.
Administration Support
- Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually).
- Ensure the updating of chief directorate strategic information on the intranet/relevant platform.
- Coordinate and quality assure submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports, etc.) within the specified timeframe.
- Draft, edit, and format documents such as submissions, memos, letters, presentations, etc., using Department templates.
- Order office supplies as needed.
- Maintain an inventory of office equipment for the Chief Directorate and liaise with necessary personnel for maintenance and replacements.
- Keep an up-to-date list of contact numbers for the Chief Directorate.
Budget Administration Support
- Expenditure monitoring for the Chief Directorate.
- Collect and coordinate all the documents that relate to the manager's budget.
- Assist manager in determining funding requirements for purposes of MTEF submissions.
- Keep record of expenditure commitments, monitor expenditure is allocated correctly.
- Check and correlate BAS reports to ensure that expenditure is allocated correctly.
- Identify the need to move funds between items, consult with the CD, and compile draft memos for this purpose.
- Compare the MTEF allocation with the requested budget and inform the CD of changes.
Project Administration Support
- Develop and maintain a database on CD projects.
- Coordinate progress updates with relevant components and follow up on outstanding tasks.
- Provide administrative support in the implementation of the TOR.
- Provide advice to the CD on challenges for further interventions.
Competencies, Knowledge, And Skills
- Basic understanding of Departmental policies.
- Clear understanding of office administration activities and processes.
- Knowledge of the PFMA.
- Knowledge of Public Service Act and Regulations.
- Good computer skills (MS Word, Excel, PowerPoint, internet, and email).
- Listening skills, report writing skills, innovation, and creativity.
- Communication, administration, organizing, customer relations.
- Ability to interact with people at different levels.
- Ability to gather and analyze information.
- Ability to apply policies.
- Ability to work under pressure and handle difficult situations.
- Good interpersonal skills, initiative.
- Ability to work with and in teams, ability to multitask.
Qualifications And Experience Requirements
- A registered three-year National Diploma or Degree.
- Minimum of 2 years working experience in administration.
Closing date for applications: 25 September 2024.
Should you not hear from us within 14 days of the closing date, please consider your application unsuccessful.
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