TITLE: SENIOR ADMIN OFFICER
Purpose
To provide secretarial and office administration services to the Chief Director.
Description Of Tasks
- Screen appointments before scheduling them in a professional and courteous manner.
- Well managed diary.
- Reschedule appointments using discretion when an urgent or important meeting takes precedence.
- Record the engagements of the senior manager.
- Respond to queries (verbal or electronic) in a professional manner.
- Compile and coordinate documentation for meetings as required.
- Arrange and coordinate meetings, workshops, seminars, and other similar events as 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 budget.
- Assist manager in determining funding requirements for purposes of MTEF submissions.
- Keep record of expenditure commitments and monitor expenditure allocation.
- 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.
Competency Requirements
Knowledge
- Basic understanding of Departmental policies.
- Clear understanding of office administration activities and processes.
- Knowledge of the PFMA.
- Knowledge of Public Service Act and Regulations.
Skills
- Good computer skills (MS Word, Excel, PowerPoint, internet and email).
- Listening skills.
- Report writing skills.
- Innovation and creativity.
- Communication skills.
- Customer relations.
Personal Attributes
- 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.
Experience
Minimum of 2 years working experience in administration.
Learning Indicators/Qualifications
A registered three-year National Diploma or Degree.
Desired Skills
- Customer relations
- Good computer skills
- Listening skills
- Report writing skills
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