| 42 | |
| ASSISTANT DIRECTOR: OFFICE OF THE HOD | |
| Office of HoD | |
| OFFICE OF THE HOD | |
| CAPE TOWN | |
| To provide executive and administrative support service to the HOD. | |
| 9 | |
| R393,711 | |
| per annum | |
| 3 year post school qualification in Public administration or related, with minimum of 3 years executive office experience | |
| Manage Ministerial and other HOD enquiries: Prioritise and follow up on incoming issues and concerns address to the HOD, including those of sensitive or confidential nature and determine with the DD the appropriate action. Handle private and confidential matters as required. Co-ordination of Ministerial documents including Cabinet submission and briefings. Compile submission for Strategic Session for the Minister with Senior Management. Draft submissions for Strategic and Team Building Session. Co-ordinate the logistics and compile the relevant documentation. Conserve the HOD and DD’s time by reading, researching and routing correspondence, drafting letters, documents. Analyse the relevant Public Service and Department prescripts/ policies and other documents and ensure that the applications thereof is understood properly. Collecting and analysing information. Co-ordinate comments and responses for correspondence and ensuring the efficient and timely dissemination of information across the organization for compliance. Ensure advise is accurate, credible and useful. Ensuring that relevant enquiries and emerging issues are brought under the attention of the DD. Review and direct external and internal correspondence/ emails/ invitations to the relevant stakeholders. Monitor and keeping track of outstanding issues for the HOD based on deadlines and upcoming events and engagements. Collate and analyse information requested by Manager and HOD. Provide support to the manager in the collection of data and execution of research. Prepare presentations for the HOD and DD when needed. Handle specific documents of a very sensitive nature. Manage various electronic and physical database. Co-ordinate inputs to the human resource delegations on quarterly basis to submit to People Management Practices and Department of Public Service Administration (DPSA). Maintain effective communication and working relations with the Minister’s Office. Liaise with other provincial departments, ministers, other government bodies on the tree tiers e.g. National, provincial, ministries and local authorities, internal staff, external clients, legislative officials and high level executives on behalf of the HOD. Assist manager in the execution of its inter- and intra-governmental function. Provide a hospitality interface to clients and the public to foster public relations. Render a support service to HOD in the organising of meetings. Provide a secretariat service for all meetings. Co-ordinate and participate in the Senior Management meetings and take ownership of handling action items and follow ups needed. Compile and co-ordinating the agenda. Record meetings. Ensure that minutes of meetings are correctly recorded. Present minutes of meetings for signature by the Chair in prescribed format. Forward the minutes of meetings to relevant stakeholders. Render Administrative Support (including travelling, budgets, reporting and submissions). Review operating practices, recommend and implement improvements where necessary. Oversee all office operations and report to DD. Ensure effective and efficient office administration e.g. Typing, filing, file tracking, deal with correspondence, telephone, maintenance and asset control. Procurement of miscellaneous stock. Manage procurement, stores, control budget and give inputs to DD. Prepare concise written communication to internal stakeholders (e.g. finance) via letters, memo’s, reports, emails. Manage Ditcom approvals of HOD office and Ministry. People Management. Manage Performance of staff on the Permis system. Provide a sound mentoring role to administrative staff. Providing direction to staff in personal growth and career development. Monitor performance, reward and recognise achievements. Provide direction in terms of the day-to-day operations within the office of the HOD. Support the DD with the administration of the budget. Arrange for advances and ST claims afterwards. | |
| Knowledge of organizational and management practices, policies, and operational functioning of organisation. Sound knowledge of financial management, monitoring and reporting procedures and systems related to budget monitoring instrument, approved post list, expenditure commitment reports. Sound knowledge of the department strategic planning and monitoring and evaluation processes. Knowledge of policies and procedures related to the management of staff (disciplinary code, Labour Relations Act, Basic Conditions of Employment Act, and Performance Management. | |
| Numeracy | Literacy | Driving | Computer Literacy | Language skills | Project Management | Accounting Finance and Audit | Information Technology/ Training |Report Writing| Change Management | Strategic Management | Time Management| | |
| Ms L Boniface 021 467 2534 | |
| 2023-03-17 |
e-Recruitment
