About the position
Job Purpose
To provide high level administrative, coordination, document management, and financial support to the Office of the Director General, ensuring efficient workflow processes, effective communication, and smooth day to day operations.
Key Responsibilities
Administrative Support
Conduct quality assurance on submissions, memoranda, and official correspondence before approval.
- Process, duplicate, and distribute approved submissions and letters to relevant programmes and stakeholders.
- Draft letters, memoranda, reports, and submissions as requested.
- Provide regular updates to officials regarding the status of submissions.
- Ensure copies of documents signed in the Director General's absence are properly submitted and recorded.
Maintain professional communication with internal and external stakeholders.
Workflow Coordination
Support quality control of memoranda and official documents.
- Ensure urgent correspondence is communicated promptly to relevant parties.
- Monitor sign off processes and ensure approved documents are distributed timeously.
- Follow up on outstanding draft replies, briefing notes, speeches, and reports.
Assist with coordination and finalisation of reports for management committees and executive meetings.
Document and Information Management
Capture all incoming and outgoing documents into a structured and retrievable system.
- Maintain manual and electronic filing systems for memoranda, submissions, and official records.
- Keep updated databases on the status of submissions, including approved and signed documents.
- Manage classified records through secure registers.
Ensure confidential disposal and shredding of documents when required.
Office Resources and Equipment Management
Monitor office supplies and ensure availability of stationery and consumables at all times.
- Ensure office equipment remains operational and report faults for maintenance or repair.
Support procurement of office equipment and processing of related payments.
Financial Administration
Assist with annual consolidation of budget requirements.
- Prepare budget projections and submit financial information to finance units.
- Prepare documentation for transfer or movement of funds.
- Complete financial and supply chain documentation, including payment advices, petty cash, and procurement forms.
- Monitor monthly expenditure trends and provide updates to management.
- Maintain records of transfer payments and funded project reports.
Minimum Requirements
Qualifications
A three year National Diploma or Degree (NQF Level 6) in one of the following fields:
- Office Management
- Public Administration
- Office Technology
- Business Administration
- Business Management
Experience
- Minimum of 2 years' experience in office administration or a related administrative environment.
Knowledge Requirements
- Knowledge of government and parliamentary processes.
- Understanding of departmental policies, procedures, and governance frameworks.
- Knowledge of planning, organising, and monitoring projects.
- Good understanding of PFMA and Public Service Regulations.
Skills and Competencies
- Strong administration and organisational skills.
- Excellent written and verbal communication.
- Interpersonal and stakeholder management skills.
- Financial administration skills.
- Report writing and document drafting.
- Problem solving and analytical thinking.
- Computer literacy in MS Office and related systems.
- Project coordination skills.
Desired Skills:
Desired Work Experience:
Desired Qualification Level:
