Administrative Support Officer (Ref No. DOTP 74/2026) at Western Cape Department of the Premier

Remuneration
Basic Salary ofR 338,106.00 per annum (Salary Level 7).

Job Purpose

• The Department of the Premier, Children's Commissioner Office, Western Cape Government has anexciting employment opportunity for a suitably qualified and competent individual to render a general administrative support to the Office of the Western Cape Children’s Commissioner.
• The person should preferably have an understanding of and experience in promoting Children Rights, Youth and Community Development and Child protection of the Children in the Western Cape Province. This post is stationed in Cape Town, CBD.

Minimum Requirements

• An appropriate qualification at NQF level 6 as recognised by SAQA.
• A minimum of 1-2 years relevant administrative experience.

Recommendation
None

Key Performance Areas
Drafting of documents, correspondence and Liaison.

• Draft submissions, reports, and correspondence for the component, as required.
• Liaise with relevant stakeholders on matters pertaining to the line function, as required.
• Provide advice and guidance on the layout and quality of official documents for the component.

Administrative processes.

• Actively participate in and provide inputs into the development, enhancement and implementation of administrative processes to improve the effectiveness and efficiency of the component’s functioning.
• Guide, advise, and build the capacity of relevant stakeholders in adhering to new and improved administrative processes.
• Track deadlines and due dates, and issue timely reminders to relevant stakeholders of tasks/feedback/information that is required in terms of the line function.

Project administration / regulatory administration.

Render administrative support in respect of projects, including:

• Financial administration (budgets, expenditure monitoring, procurement, record-keeping/contract management, and reporting);
• Logistics and secretariat (scheduling of project meetings, agendas, venues, catering, minute-taking);
• Record-keeping and project activity tracking;
• Stakeholder engagement, correspondence and liaison.

Record-keeping

Ensure that full and proper records are kept of the component’s activities, including:

• Maintenance of registers;
• Scanning and filing of documents (hard copies and electronic records, as required);
• Adherence to the approved file plan of the department;
• Liaison with Registry to retrieve and return files.

People management administration.

• Maintain and continuously update people management-related registers.
• Provide administrative support for people management processes, such as recruitment and selection, performance management, leave tracking, etc.
• Deal with queries and provide advice on general people management prescripts and processes.
• Render administrative support in relation to databases and information management.
• Enter information and data into systems and databases accurately.
• Perform searches on databases.
• Compile reports based on data and information as required.
• Verify the correctness of data, statistics, and information.
• Perform regular checks to ensure the ongoing integrity of data on systems and databases.
• Provide logistics and secretariat services to the component.

Arrange strategic/operational planning sessions, meetings, workshops, and other events, as required, including:

• Travel and accommodation logistics;
• Venues and catering;
• Drafting submissions to get the required approvals; and
• Provide guidance and support to relevant stakeholders in terms of Subsistence and Travel (S&T) claims.
• Draft and distribute agendas.
• Send out appointments and follow up on attendees.
• Attend meetings, take minutes (may be verbatim), and distribute them to relevant stakeholders.
• Monitor upcoming events and report-back imperatives.
• Represent the component at meetings, as required.
• Render financial administration support the component.
• Prepare information for the Medium Term Expenditure Framework (MTEF) budgeting process.
• Collate and capture financial information on monthly reporting templates.
• Complete procurement and other financial forms according to the Supply Chain Management (SCM) system requirements.
• Provide SCM support to the various Bid Committees, as required.
• Submit urgent, emergency, impractical and unplanned requisitions that are not on the procurement plan.
• Provide record-keeping and information management in respect of contracts.
• Verify that goods received are in line with orders in terms of quality and quantity.
• Prepare and submit petty cash requisitions.
• Perform asset control functions for the component and update the asset register.
• Provide support to relevant stakeholder in reporting losses and damages to Internal Control.

Competencies
Knowledge:

• Proven knowledge of general office administration processes.
• Proven knowledge of database and information management processes.
• Proven knowledge of project administration processes.
• Proven knowledge of record-keeping legislation, regulations, policies, prescripts and processes.
• Proven knowledge of people management prescripts, policies and processes.
• Proven knowledge of Supply Chain Management.
• Computer Literacy skills.
• Language skills.
• Accounting, Finance and Audit.