This is a 12 Months Contract
Role Purpose
Our client within the public sector is seeking a highly experienced Deputy Director to provide strategic secretariat and administrative support within the Office of the Director General.
The successful candidate will oversee executive meeting coordination, Cabinet processes, decision tracking, and governance reporting, ensuring alignment with government protocols and compliance frameworks.
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Key Responsibilities
Executive Secretariat Services
- Coordinate and schedule executive meetings including EXCO, SMS, extended EXCO and strategic sessions
- Compile and draft agendas and coordinate submission of agenda items
- Distribute meeting packs and supporting documentation timeously
- Provide full secretariat support during meetings
- Draft, finalise and maintain accurate minutes and decision registers
- Ensure approved minutes are signed and properly recorded
Bilateral and Stakeholder Meetings
- Coordinate and support bilateral meetings with entities and stakeholders
- Prepare agendas and documentation
- Record and track decisions taken
- Report on implementation of decisions to executive structures
Monitoring and Implementation of Decisions
- Develop and maintain a decision tracking dashboard
- Monitor implementation of executive decisions across programmes
- Table progress reports at executive structures
- Facilitate bi monthly follow up meetings with relevant managers
Cabinet Coordination and Governance
- Coordinate Cabinet briefing notes and memoranda
- Conduct quality assurance on submissions
- Monitor Cabinet decisions and ensure implementation tracking
- Prepare Cabinet progress reports for executive review
Human Resource Management
- Manage and supervise staff within the unit
- Allocate work and ensure quality control
- Provide guidance, coaching and mentoring
- Ensure compliance with HR policies and performance management processes
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Minimum Requirements
- NQF Level 6 qualification in Public Administration, Office Management, Business Administration, Business Management or related field
- Minimum of 3 years' experience in a secretariat or administrative environment at a supervisory level
- Experience supporting executive or senior management structures within government
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Knowledge and Competencies
Knowledge
- Government, Cabinet and Parliamentary processes
- Public sector governance frameworks
- Good understanding of the Public Finance Management Act and Public Service Regulations
Skills
- Strong written and verbal communication
- Excellent minute taking and report writing
- Stakeholder liaison and coordination
- Analytical and problem solving ability
- People management and leadership
- Financial and administrative oversight
- Advanced computer literacy
Personal Attributes
- Ability to work under pressure
- High level of discretion and professionalism
- Strong organisational skills
- Independent yet collaborative
- Decisive and solution oriented
