Office Coordinator: Office of the Chief Directors - 12 Months contract

About the position

To provide effective administrative and coordination support to the Office of the Chief Director.
JOB DESCRIPTION 

Office Administration and Coordination

• Provide day-to-day administrative support to the Office of the Chief Director.
• Maintain the diary and schedule of the Chief Director and coordinate appointments and meetings
• Receive, record, distribute and file correspondence and documents.
• Maintain office supplies, stationery and other administrative requirements.

 
Meeting and Engagement Support

• Make arrangements for meetings, seminars, workshops and other engagements of the Office.
• Prepare and distribute meeting invitations, agendas and supporting documents.
• Take minutes and record decisions and action items during meetings, where required.
• Follow up on outstanding administrative action items from meetings.

 
Logistical and Operational Support

• Coordinate logistical arrangements for official meetings, workshops and events.
• Process travel and accommodation arrangements for the Chief Director and authorised officials.
• Assist with arrangements for visitors and stakeholders attending meetings with the Office.
• Provide administrative support for departmental activities and special assignments.

 
Administrative Compliance and Resource Management

• Process routine administrative and procurement-related requests for the Office.
• Maintain records of office equipment, assets, stationery and other resources.
• Monitor routine office expenditure and supporting documentation
• Apply departmental policies, procedures and prescripts in performing administrative duties

 
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, monitors expenditure is allocated correctly
• Checks and correlates BAS reports to ensure that expenditure is allocated correctly
• Identifies the need to move funds between items, consults with the CD and compliles draft memos for this purpose.
• Compares the MTEF allocation with the requested budget and informs the CD of changes.

Project Administration support          

• Develop and maintain a database on CD projects
• Coordinate progress update with relevant components and follow-up on outstanding tasks
• Provide administrative support in the implementation of the TOR.
• Provide advise to the CD on challenges for further interventions

 
JOB REQUIREMENTS

Experience     

• Minimum of 1 years working experience in administration.

 
Qualifications 

• Any relevant NQF level 5 qualification.

Knowledge

• Basic understanding of Departmental polices
• Clear understanding of office administration activities and processes
• Knowledge of the PFMA
• Knowledge of Public Service Act and Regulations
• Knowledge of applicable directives

Desired Skills:

• Report writing skills
• Computer skills
• Organising skills