Administration Officer (12 Months Contract) at Phaki Personnel Management Services

JOB PURPOSE: 

• To render administrative support within the Deputy Director-General.

MINIMUM REQUIREMENTS:

• National diploma NQF 6 in Public Administration / Office Management and Technology/ Business Management

RESPONSIBILITIES:

Financial administration and coordination DDGs office

• Monitor monthly expenditure patterns and trends to budget projections.
• Reconcile expenditure projection with the actual spending.
• Coordinate financial planning processes.
• Complete relevant documentation for transfer of funds.
• Process payment for procurement of goods and service.

Administration support

• Administer documents and check for compliance in line with the required organisation standard (formatting etc.) or government prescripts.
• Monitor outgoing and incoming documentations and monitor compliance as outlined by various units.
• Draft routine letters, memos, reports, submissions etc.
• Provide secretariat services in the meetings when required.
• Diary management
• Conduct logistical arrangements i.e. travel arrangements, booking of venues, caterings etc.
• Coordinate and consolidate monthly, quarterly, annual plans and reports within the DDG.

Project administration

• Provide assistance in developing project plans and capture progress in the projects’ cycle.
• Track progress on programme issue log and risk log with relevant project team members internally or externally and issue reminders and follow up actions.
• Compile updated progress feedback letters based on the project’s schedules and progress meetings.
• Identify and compiled possible project risks and compile reports for management action.
• File and maintain updated records of projects e.g. financial expenditure, reports, memos, letters, contract status schedule.
• Receive and check documents and letters compiled by the stakeholders, implementing units and ensure that they are processed accordingly.

Documents and records keeping

• Keep records and ensure that they are easily accessible within the DDGs office.
• Maintain filing system manual and electronic within DDG.