Assistant Director: Administration at Watershed Consulting

Experience

• At least 3 - 5 years’ experience in Office Administration.
• Senior Management experience

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 & PSR

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