Assistant Director: Administration at Watershed Consulting

Experience

• At least 2 years’ experience in Office Administration.

Learning Indicators/Qualifications

• Three years National Diploma or Degree (NQF 6) in Office Management or Public

Administration / Office Technology / Business Administration / Business Management
Knowledge

• Excellent knowledge of Government and Parliamentary processes
• Knowledge of Departmental policies, processes and procedures
• Knowledge and understanding of organizing, planning, and monitoring of projects
• Good knowledge and understanding of PFMA & PS

Skills

• Organization and administration skills
• Excellent verbal and written communication skills
• Good interpersonal skills
• Financial management
• Report writing
• Problem solving skills
• Computer literacy
• Project management

Personal attributes

• Able to work under pressure
• Must be reliable and trustworthy
• Be able to work under pressure
• Work independently whist being consultative
• Pay attention to detail
• Client focus and result orientated
• Ability to work with diverse people
• Administrative support
• Assist in doing quality assurance in
• Edited and formatted submissions approved by the DG and the
• Processing and duplication approved
• Submissions duplicated and allocated tracing
• Distribute approved submissions and letters to relevant programmes
• Approved submissions and letters distributed to the relevant programme
• Drafting of letters, memoranda and submissions as Letters, memoranda and submissions drafted
• Letters, memoranda and submissions drafted
• Providing feedback to officials on status of submissions
• Updates provided
• Submitting copies of the submissions signed by the acting DG to the DG
• DG informed of submissions signed in his absence
• Workflow processes in the ODG
• Assist with quality control on all DG memoranda drafted
• Quality assured DG Memoranda
• Sending out preliminary memos to programmes on the same day of receipt
• Advance notification of urgent correspondences
• Ensure that all draft memoranda have been signoff and distributed to programmes
• DG memoranda distributed to programmes
• Assist in doing follow-ups of outstanding ministers and the DGs draft replies, briefing notes and speeches
• Draft replies, briefing notes and speeches approved by the DG and the Minister
• Assist with coordination and finalization of reports to be presented at Opco and Exco
• Reports tabled at Opco and Exco
• Document and information management
• Capture all incoming and outgoing documents and information into manageable and retrievable system
• Documents and information managed
• Manually filing of DG memoranda after sending to programmes
• DG memos filed Manually
• File approved submissions
• Submissions filed
• Keep database of status of submissions including signed ones.
• Updated database
• Record classified documents in a register
• Classified documents register kept
• Shredding of documents
• Absolute documents shredded
• Office suppliers and equipment management
• Order office suppliers
• Office suppliers available at all times
• Ensure that office equipment is operational and inform appropriate person something is not working
• Office equipment operational
• Assist with procurement of equipment and payment processes as required
• Procurement and payment made
• Financial management of the office budget
• Annual consolidation of unit's financial needs
• Budge requirement drafted
• Assist crafting of budget projections
• Budget projections submitted to finance
• Prepare necessary documentation required for the movement or transfer of funds
• Availability of required funds
• Completion of all SCM and financial documents such as BAS payment advices, petty cash and Log 1 forms
• Financial request documents completed and submitted to finance
• Monthly spending patterns discussed with D: ODG
• Well monitored Budget
• Keep record of all transfer payments
• Well monitored Budget
• Assist with programme follow-ups of reports for projects funded from the transfer payment account.
• Funding reports available