Assistant Director: Secretariat Support Services at Department of Land Reform and Rural Development

REQUIREMENTS : Minimum requirements:

• Applicants must be in possession of a Grade 12 Certificate and a National Diploma in Office Management and Technology / Business Administration / Public Administration (NQF Level 6) or related equivalent qualification.
• Minimum of 3 years’ experience at supervisory level in a professional / corporate secretariat environment. 

DUTIES :

• Facilitate logistical arrangements for top and executive management meetings in compliance with the prescribed departmental policies and guidelines. Coordinate the completion of supply chain prescribed forms for procurement of goods and services. Follow-up on quotations requests of goods and services for top management and executive meetings. Coordinate receipt of order number from supply chain management. Evaluate services of goods procured. Manage the process of setting up boardrooms for executive management meetings. Manage the process of recording proceedings of the meetings. Ensure safekeeping of the recording of equipment (laptop, microphone, and data projector) procured by the Directorate.
• Liaise with Directorate: Facilities to ensure that maintenance of boardrooms allocated for executive and top management meetings (Cleaning bathrooms, air conditioning, power supply etc). Provide administrative and secretariat support service to the executive and top management governance structures according to the approved DLRRD meetings protocol and guidelines. Issue meeting notices for various platforms (virtual and in-person meetings). Call for agenda items for discussions at relevant committees. Compile the draft agenda to all members. Submit the agenda to the designated chairperson for approval. Circulate approved agenda to all members.
• Compile meeting packs (Agenda, previous minutes, action list and discussion documents). Compile minutes and action-decision list, check accuracy of the first draft and circulate to members for comments / inputs. Incorporate inputs and comments and table minutes to the relevant committees for adoption. Ensure that minutes are registered, scanned, and filed accordingly. Manage the directorate repository of documents for top and executive management meetings. Coordinate the meetings attendance process flow in adherence to the protocol. Compile the directorate monthly reporting and compliance register. Monitor the implementation of key decisions taken in meetings. Monitor and follow-up on the implementation of decisions. Compile key decisions status reports for tabling to the relevant committees. Compile decision registers for analysis and reporting on quarterly basis to the relevant committees. Report on implementation of decisions on quarterly basis.