Senior Administrator OfficerPretoria - Gauteng12-month fixed term contractR301 100paPurpose Of The PostTo provide secretarial and office administration services to the Chief Director.Key Performance AreasDiary management, meetings, events, and correspondences:Screen appointments before scheduling them in a professional and courteous manner.Reschedule appointments using discretion when urgent or important meetings take precedence.Record the engagements of the senior manager.Respond to queries (verbal or electronic).Compile and coordinate documentation for meetings as required.Arrange and coordinate meetings, workshops, seminars, and other similar events (as and when required) and prepare relevant packs.Notify various stakeholders of events scheduled by the Chief Directorate.Notify relevant stakeholders of changes to appointments or meetings professionally.Make logistical arrangements as required (including procurement processes).Arrange traveling and accommodation for Chief Director, prepare travel packs, and process claims accordingly.Assist with procurement and payment processing as required.Provide secretariat for Chief Directorates meetings and follow up on matters arising.Administration SupportCapture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually).Ensure the updating of chief directorate strategic information on the intranet/relevant platform.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 submissions, memos, letters, presentations, etc., using Department templates.Order office supplies as needed.Maintain an inventory of office equipment for the Chief Directorate and liaise with necessary personnel for maintenance and replacements.Keep an up-to-date list of contact numbers for the Chief Directorate.Budget Administration SupportExpenditure 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, monitor expenditure is allocated correctly.Check and correlate BAS reports to ensure that expenditure is allocated correctly.Identify the need to move funds between items, consult with the CD, and compile draft memos for this purpose.Compare the MTEF allocation with the requested budget and inform the CD of changes.Project Administration SupportDevelop and maintain a database on CD projects.Coordinate progress updates with relevant components and follow up on outstanding tasks.Provide administrative support in the implementation of the TOR.Provide advice to the CD on challenges for further interventions.Competencies, Knowledge, And SkillsBasic understanding of Departmental policies.Clear understanding of office administration activities and processes.Knowledge of the PFMA.Knowledge of Public Service Act and Regulations.Good computer skills (MS Word, Excel, PowerPoint, internet, and email).Listening skills, report writing skills, innovation, and creativity.Communication, administration, organizing, customer relations.Ability to interact with people at different levels.Ability to gather and analyze 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.Qualifications And Experience RequirementsA registered three-year National Diploma or Degree.Minimum of 2 years working experience in administration.Closing date for applications: 25 September 2024.Should you not hear from us within 14 days of the closing date, please consider your application unsuccessful.
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