REQUIREMENTS:

Three-year recognized National Diploma or degree in Public/Business Administration/Office Management or equivalent qualification
3 – 5 years’ experience at a junior management level/supervision, with 3 years’ experience in the administrative/secretariat and/or related field
Working knowledge of the functioning of provincial/national government
Basic knowledge of MS Word, Excel & PowerPoint
Good verbal & written communication skills
Financial management knowledge
Knowledge of project management
Valid driver’s license
The Nyukela Public Service SMS Pre-entry Programme (certificate) is required; no appointment shall be finalized without the relevant candidate producing the pre-entry certificate for SMS (Nyukela)

Skills & Knowledge:

Knowledge and understanding of public service policies and procedures
Knowledge of the functioning of Provincial Government
Knowledge of MS Word, Excel, and PowerPoint
Knowledge of setting up and maintaining a record system
Accurate recording of decisions at meetings
Knowledge and understanding of departmental policies
Ability to execute research/analyse complex information to compile documents
Draft documentation like submissions, letters, etc.
Plan activities
Coordinate and integrate the activities of the office
Communicate effectively
Work under pressure
Work in a team
Ability to judge circumstances objectively
Excellent interpersonal relations
Act in a professional manner
Supervisory skills
Ability to work without supervision
Relevant Public Service and departmental prescripts
Computer literacy
Verbal and written communication skills
Interpersonal skills
Project management skills
Working relations with other departments (National and Provincial), private sector, and colleagues

DUTIES:
Manage Engagements of the Head of Department:

Ensure that the Personal Assistant compiles realistic programmes of appointments and journeys for the Head of Department
Liaise with and/or sensitize the Head of Department regarding priority appointments

Render administrative support services:

Set up and maintain systems in the Office of the Head of Department to contribute towards improving efficiency in the office
Ensure, oversee, and advise on the effective flow of information and documents to and from the Office of the Head of Department
Oversee the safekeeping of all documentation in the Office of the Head of Department
Oversee responses drafted by the Personal Assistant on inquiries received from internal and external stakeholders
Draft responses regarding more complex issues for internal and external stakeholders
Prioritize matters to be attended to by the Head of Department
Coordinate and compile reports of a transverse nature for the HOD and advise/sensitize the Head of Department on reports to be submitted (e.g., to Provincial Departments, Municipalities, Components, etc.)
Follow up on reports to be submitted (e.g., by Provincial Departments, Municipalities, Components, etc.) to the Office of the Head of Department
Compile presentations for the Head of Department

Execute research, analyze information, and compile complex documents for the Head of Department:

Research and compile comprehensive documents for the Head of Department regarding issues forthcoming from meetings such as FOHOD, MINMEC, etc.
Compile EXCO Memoranda and PROPAC Memoranda
Scrutinize complex submissions/reports and make notes and/or recommendations for the Head of Department regarding the documents

Provide support to the Head of Department regarding meetings:

Scrutinize documents to determine actions/information/documents required for the meeting
Collect and compile information for the Head of Department regarding issues that need to be discussed at meetings
Record minutes/decisions and communicate to relevant role-players
Follow up on progress made
Prepare briefing notes and other documentation to adequately prepare the Head of Department
Arrange for the placement of items on the agenda of meetings chaired by the Head of Department and ensure circulation thereof
Coordinate high-level meetings including overseeing logistics, transport arrangements, and taking charge of invitations and RSVP functions, etc.

Manage the budget of the Office of the Head of Department:

Determine and collate information regarding the budget needs of the Office of the Head of Department
Keep record of expenditure commitments
Monitor expenditures and alert the Head of Department regarding possible over- and under-spending
Identify the need to move funds between items and compile submissions for this purpose

Supervise subordinates:

Monitor and evaluate the performance of the staff in the Office of the Head of Department
Manage the human resource aspects related to the staff in the Office of the Head of Department, including the leave register, telephone accounts, etc.

Remain up to date with regard to the applicable prescripts/policies and procedures applicable to his/her work terrain to ensure effective and efficient support to the Head of Department:

Keep abreast with the relevant Public Service and Departmental prescripts/policies and other documents and ensure that the application thereof is properly understood
Remain abreast with the procedures and processes that apply in the Office of the Head of Department

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