Snr Admin Officer: Office of the CEO – Pretoria at Affirmative Portfolios

REQUIREMENTS:

• A registered 3-years National Diploma or Degree
• Minimum of 2 years working experience in administration
• Basic understanding of Departmental policies
• Clear understanding of office administration activities and processes
• Knowledge of PFMA
• Knowledge of Public service act and regulations
• Knowledge of applicable directives 

DUTIES

• To provide secretarial and office administration services to the Chief Director
• Diary Management, meetings, events, and correspondence
• Screen appointments before scheduling them in professional and courteous manner
• Reschedule appointments using direction when an urgent or important meeting take precedence
• Record the engagements of the senior manager
• Respond to queries
• Compile and coordinates documentation for meetings as requested
• Arrange and coordinate meetings, workshop, seminars, and other similar events (as and when required) and prepare relevant packs
• Notify carious stakeholders of events scheduled by the Chief Directorate
• Notify relevant stakeholders of changes to appointments or meetings professionally
• Make logistical arrangements as required (including procurement processes)
• Arrange traveling and accommodation for Chief Director, prepare travel packs and process claims accordingly
• Assist with procurement and payment processing as required
• Provide secretariat for Chief Directorates meetings and follow up on matters arising 

Administration Support

• Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually)
• Ensure the updating of Chief Directorate strategic information on the intranet/relevant platform
• Coordinate and quality assure submission of strategic reports (PMDS, Annual Reports, Strategic plans, Audit reports, etc.) within the specific timeframe
• Draft, edit and format documents such as submission, memos, letters, presentations, etc. using Departmental Templates
• Order office supplies as needed
• Maintain an inventory of office equipment’s for the Chief Directorate and liaise with necessary personnel for maintenance and replacements
• Keep an up-to-date list of contact numbers for the Chief Directorate 

Budget administration Support

• Expenditure monitoring for the CD
• Collect and coordinate all the documents that relate to the managers budget
• Assist manager in determining funding requirements for purposes of MTEF submissions
• Keep record of expenditure commitments, monitors expenditure is allocated correctly
• Checks and correlates BAS reports to ensure that expenditure is allocated correctly
• Identifies the need to move funds between items, consults with the CD and compiles draft memos for this purpose
• Compares the MTEF allocation with the requested budget and informs the CD pf changes 

Project administration support

• Develop and maintain a database on CD projects
• Coordinate progress update with relevant components and follow-up on outstanding tasks
• Provide administrative support in the implementation of the TOR
• Provide advise to the CD on challenges for further interventions