Office Administrator: Executive Mayor at Kouga Municipality

REQUIREMENTS:                                           

• Secretarial/ Public Administration Diploma at NQF level 6 qualification;
• 3 Years’ experience as a personal assistant to a senior manager;
• Demonstrable organizing and prioritizing skills;
• Demonstrable high-level writing skills;
• High level of confidentiality;
• Excellent communication skills.
• Bilingual in at least 2 of the 3 official languages prevalent in the Kouga Area;
• High level of proficiency in (MS Word and Excel);
• Conflict management skills;
• Must be able to handle highly pressurized situations.

DUTIES:                                                

• Scheduling, confirming and updating the diary of the Mayor and alerting or indicating priority/ urgent meetings requiring attention.
• Arranging travel and accommodation for the Executive Mayor and supporting Mayco members for out of town (National & International) meetings.
• Organising, confirming and scheduling meetings/ appointments with internal departments/ external officials, arranging the venue and attending to catering/ refreshments requirements.
• Copy typing and formatting documents/ reports and creates presentations using word processing and related office applications.
• Updating the correspondence register inserting reference numbers and subject of correspondence received and in circulation and/ or seeking information and approval of and communicating response established for specific/ or routine matters.
• Preparing notification, agendas and minutes for specific office events and meetings (Council/ Executive Committee) and attending to the distribution and/ or arranging for the collection of documentation prior to scheduled meetings.
• Obtaining a list from the Executive Mayor / Municipal Manager / Directors for invitees to Mayoral functions; typing all invitations and sending to the invitees; monitoring returns and providing feedback to the Executive Mayor / Manager: Special Programms and other role-players; including handling the necessary arrangements for Mayoral functions.
• Perusing Council and Committee Agenda and Minutes of Meetings and identifying with items associated with the Section’s activities requiring the attention of the Executive Mayor.
• Searching for information on specific topics on behalf of the Executive Mayor using electronic internet medium, library resources, etc. and specialist personnel and, collating and forwarding for perusal.
• Attending to the transactional processing sequence against allocated budget votes/ petty cash of expenditure incurred, claims and deductions and, collating and forwarding reconciled amounts for further processing.
• Searching for information on specific topics on behalf of the Executive Mayor using electronic internet medium, library resources, etc. and specialist personnel and, collating and forwarding for perusal.
• Providing support during Mayoral meetings, attending to the application of meeting procedures and recording discussions and resolutions with respect to agenda items.
• Referencing source documentation, reports and/ or instructions using alphanumeric sequential codes, to facilitate retrieval.
• Updating files inserting current and relevant information and seeking approval on the destruction of old or outdated correspondence/ documentation.
• Retrieving supporting documentation and records to facilitate and support query resolution.
• Attending to telephonic calls and visitors to the Office of the Mayor, establishing nature of visit and attending to specific routine matters and/ or recording details of enquiries and/ or messages in the absence of the Mayor and forwarding for attention upon availability.
• Removing and replacing consumable items (paper, ink) from specific office equipment, transmitting/ receiving facsimile and/ or attending to the photocopying of correspondence/ documents.
• Maintaining stocks of standard forms and stationery and completing requisition orders to facilitate the replenishment of items prior to depletion

Deadline:5th December,2025