Committee Support Coordinator (Head Office) at Housing Development Agency (HDA)

Responsibilities

Operational Coordination and Workflow Support

• Coordinate operational activities within the department.
• Monitor implementation of departmental operational plans and action items.
• Track deliverables and support achievement of departmental objectives.
• Facilitate coordination between the department and relevant internal stakeholders.

Reporting and Data Consolidation

• Collect and consolidate operational data from various departments.
• Prepare accurate operational reports, dashboards, and management summaries.
• Support timely submission of performance and operational reports.

Administrative and Document Management Support

• Provide administrative support including records and document management.
• Prepare agendas, take minutes, and track meeting actions.
• Maintain structured filing systems (electronic and physical).
• Facilitate the submission of reports and/or documents for consideration by EXCO and for further processing to Board Committees as per stipulated due date.

Stakeholder Coordination and Communication

• Coordinate communication between departments and internal stakeholders.
• Schedule and organise meetings, workshops, and operational forums.
• Ensure follow-up on cross-functional issues and escalations.

Compliance and Governance Support

• Support compliance with PFMA, internal policies, and governance requirements.
• Assist with audit preparation and maintain supporting documentation.
• Ensure proper recordkeeping for accountability and reporting.

Project and Programme Support

• Assist with coordination of internal projects and programmes.
• Track project milestones, deliverables, and documentation.
• Support project managers with administrative and coordination tasks.

Executive and Operational Support

• Provide support to senior management with scheduling and coordination.
• Assist with presentations, reports, and ad hoc operational tasks.
• Ensure smooth execution of daily operational priorities.

Requirements

• Bachelor’s degree in Business administration, Public Administration, Operations Management, Project Management, or related field (NQF 7).
• 3-5 years’ experience in Executive/Committee support coordination and administration environment.
• Knowledge of public sector administrative, governance, and compliance processes.
• Understanding of organisational coordination and operational support systems.
• Knowledge of records, document management, and information control practices.
• Understanding of meeting administration, minute-taking, and action tracking processes.
• Knowledge of stakeholder engagement and internal communication processes.
• Computer literacy in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with strong reporting capability.
• Valid Driver’s Licence (Code 8).