Portfolio Administrator Level 2 at South African Local Government Association

QUALIFICATIONS AND EXPERIENCE 

• Relevant 3 year Diploma in Office Management / Secretariat or equivalent; 
• 2 years’ experience in Administrative/ Secretarial capacity at a similar level. Local government will be an added advantage 
• A Valid drivers’ license & preferably own vehicle (Travel could be required); 
• Ability to maintain high-level of accuracy and confidentiality is essential; 

KEY PORTFOLIO AND PERFORMANCE FOCUS AREAS 

• Technical Ability: Handles all confidential information with the necessary sensitivity and responsibility. Independently applies functional or technical knowledge in order to perform higher level clerical, administrative and secretarial duties well within policy and procedural requirements. 
• Secretarial Services: With minimum supervision, schedule internal & external meetings with higher levels of complexity (diary management, professional communication with participants, booking venues & equipment; handle all relevant logistical arrangements) according to SALGA requirements and within budget. Drafts, prepares and edits responses to correspondence. This includes circulating various notices emanating from the Office of the Chief Officer and monitor adherence to relevant instructions therein. 
• Event Management: Independent coordination of small to medium-sized events adhering to all quality and budgetary requirements. With some supervision, coordinate some aspects of large (local and international) events/ conferences adhering to all quality and budgetary requirements. 
• Administrative Services: Ensure accuracy and completeness of administrative records and committee files and ensure a functional and user-friendly filing and record management system. Make recommendations to improve administrative and filing systems, processes and practices for increased effectiveness and efficiency; With minimal supervision, provide higher level confidential administrative services to compose and administer e-mails & correspondence, reports, memoranda and other materials (independent judgement as to content, accuracy and completeness); Monitoring of office supply stocks (e.g. paper, stationery, printer cartridges etc.); Perform regular stock taking exercises to ensure office supplies are readily available to employees. 
• Cluster Secretariat Services: Meeting coordination and scheduling; solicit inputs for agenda items for staff, management and other executive meetings, record and disseminate minutes of meetings within a set timeframe. 
• Shared Secretariat support: Provide shared secretariat, administrative and support services to various Portfolios within the Cluster (including tracking of compliance requirements such as performance reviews, gathering and uploading of evidence).
• Research and Analysis: Within the research framework and criteria for municipal profiles perform desktop research in line with research agenda. Perform desktop research on identified and prioritised topics, conduct basic analysis on information and summarise findings. 
• Monitoring and Evaluation Support: Categorise and tracks progress on performance progress for specific deliverables/ programmes/ projects to support effective M&E in SALGA 
• Programme / Project Administration: Provide programme/ project administrative support across the entire lifecycle of the programme/ project; Update and track programme/ project progress; Keep manager aware of the status of programmes/ projects being managed, including timeframes and document requirements, and key operational issues through formal and informal communications (e.g., status reports, e-mails),