Administration Support:Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually).Documents and Information properly managed in line with relevant prescripts.Ensure the updating of chief directorate strategic information on the intranet/relevant Platform.Updated CDs strategic information on the intranet.Coordinate and quality assure submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc) within the specified timeframe.Draft, edit and format documents such as submission, memos, letters, presentations, etc.
using Department templates.Documents drafted, edited and formatted as per Department standards.Order office supplies as needed.Office always supplies available.Maintain an inventory of office equipments for the Chief Directorate and liaise with necessary personnel for maintenance and replacements.Inventory maintained and equipments maintained or replaced as required.Keep an up-to-date list of contact numbers for the Chief Directorate.Updated list of contact numbers.Budget administration support:Expenditure monitoring for the Chief Directorate.Reconciled and reported expenditure and projection.Collect and coordinate all the documents that relate to the manager budget.Budget coordinated.Assist manager in determining funding requirements for purposes of MTEF submissions.Inputs on funding requirements.Keep record of expenditure commitments, monitors expenditure is allocated correctly.Expenditure commitment records monitored.Checks and correlates BAS reports to ensure that expenditure is allocated correctly.Allocation of expenditure corrected.Identifies the need to move funds between items, consults with the CD and compiles draft memos for this purpose.Funds movements coordinated.Compares the MTEF allocation with the requested budget and informs the CD of changes.MTEF allocation and budget alignment identified, and differences communicated to CD.Project Administration support:Develop and maintain a database on CD projects.Projects database maintained.Coordinate progress update with relevant components and follow-up on outstanding tasks.Follow-up made and progress updated.Provide administrative support in the implementation of the TOR.Administrative support provided.Provide advice to the CD on challenges for further interventions.Challenges escalated to CD.Competency RequirementsKnowledge: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.Skills:Good computer skills (MS Word, Excel, PowerPoint, internet and email).Listening skills Report writing skill.Innovation and creativity Communication Administration Orgarnising.Customer relation.Personal attributes:Ability to interact with people at different levels Ability to gather and analyse information Ability to apply policies.Ability to work under pressure and handle difficult situations.Good Interpersonal Skills Initiative.Ability to work with and in teams Ability to multitask.Experience:Minimum of 2 years working experience in administration.Learning Indicators/Qualifications:A registered three years National Diploma or Degree.
