Assistant Director in Office of the Deputy Director General Technology Innovation PRETORIA Admin and Office Management Pretoria - Gauteng Assistant Director in Office of the Deputy Director General Technology Innovation PRETORIA 12 month fixed term contract R355 200pa Purpose of the post: To ensure efficient and effective management and coordination of the DDGs responsibilities.
Key performance areas: Secretarial Support: Plan, organize and co-ordinate the DDGs schedule Schedule meetings and liaise with the individuals to find a mutually suitable date for the appointments.
Negotiate changes of dates and venues with individuals and organisations to optimize the utilisation of the DDG.
Screen all calls of the DDG.
Respond to enquiries by proving the required information.
Office Administration and Coordination: Draft memos, submissions etc from the office of the DDGs attaching all relevant documentation, specifying required action, and facilitate processes connected therewith.
Compiling and updating the inputs for the dashboard on decisions made and make follow-ups.
Provide secretariat for Programme meetings.
Compile and coordinates documentation for meetings as required.
Conduct basic desktop research.
Logistical and budgetary support: Arrange travelling and accommodation for DDG.
Arrange for payment of advances and calculations of S&T expenditure for the DDG.
Coordinate information on monthly expenditure patterns.
Monitor financial expenditure.
Reconciling expenditure projection of the Programme against actual spending.
Process petty cash requests and related procurements.
Stakeholder liaison and events coordination: Maintain calendar of events.
Coordinating arrangements for workshops, conferences and other functions.
Liaise with stakeholders on the planned events.
Develop and maintain stakeholder database.
Engage with relevant stakeholders as required.
Documents and records Management: Manage the document tracking system in the Programme.
Keep records of all documents for the programme electronically and manually as required.
Monitor and update database of the documents submitted to the programme manually / electronically.
Competencies, Knowledge and Skills: Knowledge of departmental policies Knowledge of applicable protocols Treasury regulations PFMA Knowledge of Public Services Regulations Good computer skills (MS Word, Excel, PowerPoint, internet and email) Good Communications Skills Strong negotiation skills Diplomatic Project management skills Administrative skills Events Coordination General Office Administration Document and File Management Organising skills Client focus and result orientated Excellent interpersonal Relations Proactive Ability to work with and in teams Ability to multi task Minimum requirements: Secretarial Diploma or equivalent qualification.
Minimum of 3 years experience in secretarial or administration functions support to senior management.
Closing date for applications: 2 October 2024 Should you not hear from us within 14 days, please consider your application as unsuccessful Apply for this Job
