Assistant Director: Office Manager (Office Of The Principal) Ref No: AC4/1/26 at Ikhala Public TVET College

REQUIREMENTS :

• Recognised National Diploma/ Degree (NQF 6/7) in Public Management/ Public Administration/ Business Management/ Business Administration / Office Management and Technology/ Management Assistant or relevant qualification. 3-5 years relevant experience in strategic planning and administration environment. Computer literacy. Valid driver’s license.

Competencies:

• Knowledge of Public Service legislations and policies, knowledge of PSET, Knowledge and understanding of the TVET/ CET Administration, Understanding of the Higher Education sector, understanding of corporate governance, Understanding Cost Centre budgetary, expenditure and cash flow management, Employment Equity Act, Public Service Regulations and Public Service Act, Labour Relations Act and any other related legislation.

Skills:

• Planning and organizing, financial management, Report writing, Communication and interpersonal, Problem solving, Computer literacy, Analytical, Client oriented, Project management, Team leadership, Planning and organizing, People management.

DUTIES :

• Render administrative/executive support services in the office of the Principal,
• Ensure effective and efficient management of the college including the management of the workflow in the office of the Principal,
• Conduct research and provide expert administrative advice to the Principal and other officials in the college,
• Quality check letters, memoranda and submissions,
• Oversee and monitor the budget in the office of the Principal,
• Co-ordinate of college inputs for annual, quarterly, monthly reports, and cash flow statements,
• Establish and implement effective records and document management systems in the office of the Principal,
• Follow up and collate progress reports on the implementation  of the resolutions,
• Coordinate reports/presentations to all forums attended by the Office of the college.
• Provide secretariat support to College Council, Council Committees, Academic Board, Senior Management and other externa stakeholders,
• Maintain the calendar plan for scheduling and fixing meeting and communicate with all members of the above structures
• Co-ordinate and arrange all meetings, proceedings and activities of the above structures,
• Provide technical support during meetings, proceedings and activities of the above structures,
• Compile agenda, minutes, reports and other records of the above structures,
• Distribution of relevant documents for meetings of above structures,
• Keeping a register of resolutions and supporting all relevant Council, Members/Managers/Officials through continuous correspondence to remind them of what needs to be done,
• Ensure that approved minutes are signed off and safely kept,
• Prepare all presentation, speeches, reports of the Principal and Council Committees related to meetings of above structures.
• Provide strategic management, monitoring and evaluation services,
• Facilitate and co-ordinate operational and strategic planning process,
• Coordinate and compile strategic and operational plans,
• Set research agenda,
• Facilitate the development and implementation of service delivery improvement plans and initiatives,
• Facilitate, coordinate and support the implementation of priority programs /projects,
• Coordinate and compile institutional performance and strategic reports,
• Conduct an assessment on college effectiveness an efficiency in supporting the attainment of service delivery objectives,
• Facilitate the implementation of productivity measurement framework (measure of how  efficiently and effectively inputs labour, financial resource and infrastructure) are translated into outputs (good and services).