Assistant Director: Strategic Commitees (Eminent Persons Group (EPG) at The Department of Sports, Arts and Culture (DSAC)

REQUIREMENTS :

• Senior Certificate/Matric Certificate /Grade 12 Certificate or equivalent qualification; A minimum three-year National Diploma (NQF 6)/ Degree (NQF level 7) as recognised by SAQA in Public Administration, Office Management, Business Administration, Business Management, Office Management and Technology or any relevant Administration qualification;
• 2-3 years relevant experience at least 2 years as an Administration Officer in secretariat support of sport transformation initiatives for EPG or any relevant administration / office support environment;

DUTIES :

• The purpose of this post is to provide administrative and logistical support to the Eminent Persons Group (EPG) and its Secretariat by coordinating sport transformation initiatives; Capture, verify and cross check data received from Federations; Distribute data sheets to National Federations; Receive completed Data Sheets from National Federations; Follow up on outstanding data sheets from Federations; Capture Data Received from Federations into Master Sheet; Conduct research to assist in report writing; Submit Cross Checked Master Sheet Data to Federations for verification; Ensure all Master Sheet information submitted to Federations are returned and verified; Communicate regularly with Federations to clarify discrepancies and support data accuracy; Identify and resolve data anomalies, inconsistencies, and missing information; Monitor federations adherence to timelines and reporting standards; Compile reports highlighting data quality issues and areas for improvement; Maintain and approve verified Master Data Sheets; Record and track all anomaly resolution activities for audit and reporting purposes; Provide regular progress updates and feedback to relevant stakeholders;
• Ensure data is correct and up to date for annual audit; Assist in developing and maintaining Master Comparative Data Sheet, Comparative Barometer Tables, and Prepare graphs, tables, data interpretation and data analysis; Provide administrative support services to the unit and the EPG Committee; Liaise with the EPG Chairperson and Members to coordinate and schedule meeting dates for the financial year; Attend and provide secretariat support to the EPG Committee; Attend EPG meetings virtually and in person, both internal and external; Take minutes of meetings and circulate to all stakeholders; Ensure all meeting minutes are completed with accuracy and submitted timeously; Track and follow up on action items and resolutions from meetings; Serve as a point of contact between the EPG Secretariat and stakeholders; Maintain filing systems (electronic and manual) and ensure records are properly managed and easily retrievable;
• Prepare relevant documents, minutes, correspondence, reports, submissions, memos and briefing notes as required; Ensure timely dissemination of information and documentation; Handle confidential documents with discretion and maintain data integrity; Provide support to the Director and the EPG Committee members in terms of Transformation Reports-Consolidate and provide support in terms of writing the EPG Report; Assist with proof-reading the report; Assist with issues related to printing the report.; Ensure all logistics are in place for the release of the report; Distribute the EPG Transformation report to internal and external stakeholders;
• Coordinate travel for the EPG Director and EPG committee and assist with financial administration activities within the Directorate-Monitor expenditure against the allocated budget and report variances; Make travel arrangements for the Director and EPG Committee members; Prepare and assist in processing travel claims for EPG Committee members and reconcile expenditure in line with financial policies; Assist with documentation for procuring a service provider if required; Maintain records of financial transactions and ensure compliance with relevant policies.