Administrative Officer at Western Cape Education Department (WCED)

REQUIREMENTS :

• An appropriate degree/diploma with 3 years' relevant experience in an Examination or Educational environment or A National Senior Certificate (or equivalent) with 6 years' relevant experience in an Examination or Educational environment. A valid driver’s licence (excluding code A/A1).
• Knowledge: Project Planning; Relevant National and Provincial legislation and regulations pertaining to Finance. Relevant National and Provincial Legislation and regulations pertaining to Human Resource Management; SA Schools Act (as revised); General and Further Education and Training Quality Assurance Act (as revised); Relevant National and Provincial legislation pertaining to Conduct, Administration and Management of Assessment (SC-Report 550 / NSC / ABET); Education Department Service Delivery Charter (Batho Pele); Western Cape Education Department Service Delivery Model; PFMA (1999) as amended; new developmental trends in the printing industry.
• Skills: Written and verbal communication (at least 2 official languages of the province); Numeracy skills; Literacy skills; Team building; Motivational; Planning and organizing; People management skills; Computer literacy (Microsoft Office); Writing. 

DUTIES :

• Administer the Printing Process regarding question Papers: Plan and Prioritise question papers according to the Project Plan (including exam timetables); Verify the number of question paper files received from Division Processing Question Papers and sign acknowledgement of receipt; Update management plans to inform printing, packing and distribution processes (timeframes, delivery dates, printing information); Administer the digipath process for routing print jobs; Report to supervisor (daily); Oversee that the printing quality corresponds with what has been requested by the client; Signing off first proof; Ensure integrity of examination papers and that the security and standard operating procedures are follows; Ensure by means of continuous random checks that the quality of the printing work is according to specification; Ensure that all damaged and spoilt question papers are destroyed according to procedures.
• Administer all other printing processes (other than Question Papers): Plan and prioritise all incoming printing requests; Liaise with client if necessary, regarding printing request; Ensure that printing is done according to client specifications and within timeframes; Ensure by means of continuous random checks that the quality of the printing work is according to specification. Oversee the sealing process (question papers and other printing): Plan and prioritise sealing process requests; Oversee that the sealing quality corresponds with what has been requested by the client; Ensure by means of continuous random checks that the quality of the sealing work is according to specification.
• Administer the Storeroom: Oversee stocktaking on regular basis and ensure that stock levels are correct; Ensure that keeping abreast of newest technology (printing equipment and consumables); Responsible for the specifications and quotation regarding technology and consumables; Responsible for the verification of invoices; Ensure that invoices are sent to Division Administrative Support Services for payment. Administer the process for repairs and maintenance of Equipment: Responsible for quotations from service providers; Responsible for certifying that services rendered were satisfactory and that the supplier is entitled to payment; Arrange for payments.
• Responsible for Security in Printing Room/Building: Ensure security on the printing floor; Maintain the security system (Electronic System); Responsible for the monitoring security at printing room (restricted areas) (Electronic System); Ensure that security systems are in working condition and upgraded Regularly; Responsible for reporting any problems relating to the security system to management and service provider; Responsible for access in printing room (Access clearance); Responsible for keys for lock-up of the building and locks of the strongroom and storeroom. Responsible for software matters (Printing Equipment): Identify problem areas and arrange for corrective steps; Responsible for the upgrading of software; Responsible for submission to upgrade software;
• Send it to Management for approval. Supervisory: Plan and organise work of print operators; Continuous evaluation of staff (PERMIS); Performance Management (PERMIS); Leave Management; Training and development of staff in division; Disciplinary responsibility and corrective steps to improve performance.