The main responsibilities of the incumbent will, amongst others, include:
Reporting to the Divisional Manager, the Administrator duties include, amongst others
- To administer the office of the Divisional Manager, Corporate Service Division
- Provide coordination support for cross-functional initiatives across IT, Security & Facilities, Registry, and Human Capital streams.
- Assist the Divisional Manager in tracking and monitoring deliverables, deadlines, and implementation milestones for divisional projects.
- Facilitate the collation of project updates, schedules, reports, and documentation to ensure streamlined progress tracking.
- Support the coordination and follow-up on internal audits, compliance tasks, and procurement planning for respective units.
- Support the adherence to the relevant policies and procedures of the Competition Commission, i.e. performance management timelines, leave and supply chain management processes.
- Serve as a liaison for communication and reporting between the Divisional Manager and unit heads within Corporate Services.
- Deal with stakeholders and the general public in a courteous and professional manner.
- Attend to telephone enquiries, emailing, copying, and dispatching of correspondence & documents and the proper recording of these in appropriate registers.
- Convene various meetings on behalf of the Divisional Manager with internal & external stakeholders.
- Coordinate the Divisional Manager’s schedule & keep him/her informed of diary commitments.
- Identify urgent matters that need to be brought to the attention of the Divisional Manager and track deadlines.
- Arrange local & overseas travel for the Divisional Manager and CSD Managers
- Assist with the arrangements for the attendance of conferences by Divisional Manager
- Prepare all meeting documentation and presentations for the Divisional Manager
- Interact with other divisions in relation to document management and administration.
- Manage the annual budget of the division and provide the Divisional Manager with monthly reports on expenditure.
Requirements
We are looking for a dynamic, hardworking, and committed individual who meets the following requirements:
- A completed 3-year National Diploma (NQF Level 6 or higher) in Office Management, Public Administration, Business Administration or a related field. An NQF Level 7 will be an added advantage.
- A minimum of 3 years proven executive-level personal assistant, or office administration experience in a structured, high-paced environment, supporting senior management or executives. Preference will be given to candidates with experience in multi-unit support functions.
- Proven ability to work in a multi-disciplinary team with minimum supervision.
- Be able to work under pressure and have a strong administrative background.
- Good organisational skills and abilities.
- Computer literacy, effective communication, and interpersonal skills are necessary requirements.
- Flexible and responsive, including the willingness to work extended hours when required
- Exposure to ERP systems and/or project tracking tools will be advantageous
- Demonstrated discretion, emotional intelligence, and ability to handle confidential information with integrity.
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Key Accountabilities
The main responsibilities of the incumbent will, inter alia, include:
- Contracts Governance, Development, Administration: Facilitate the procurement process by sourcing and evaluating supplier quotes, generating and managing purchase orders, coordinating deliveries, and resolving discrepancies to ensure timely and accurate fulfillment of goods and services.
- Contract Performance and Relationship Management: Monitor and evaluate supplier performance to ensure compliance with service level agreements, delivery timelines, specifications, and transformation and empowerment conditions.
- Reporting and Administration: Summary for Advert: Prepare and maintain essential reports, including contract registers, spend analysis, and asset registers, while handling all necessary administrative tasks.
- Bid and Tender Administration: Responsible for coordinating and managing procurement processes, including tenders, bid evaluations, and acquisitions, while ensuring compliance with Supply Chain Management (SCM) requirements and delivering regular reporting on outcomes and savings.
- Procurement Administration: Manage and oversee the procurement process, including preparing bid documents, analysing quotations, engaging with suppliers, and ensuring the quality, availability, and compliance of goods and services for the maintenance department.
Requirements
We are looking for a dynamic, hardworking and committed individual who meets the following requirements:
- A completed NQF-Level 7 qualification in Supply Chain Management or equivalent; or a completed CIPS Level 5 Advanced Diploma Chartered Institute of Procurement and Supply minimum. Additionally, a Legal qualification (Commercial Law or Contractual Law) is an added advantage.
- Minimum 5 years' experience in Supply Chain Management in Public Entity/ies.
- 3 – 4 years’ SCM Contract Management. Public sector contracts management and administration experience is essential.
- Experience in Capital Projects and Contract Management is essential.
- Experienced in the application of Public Finance Management Act (PFMA) in a scheduled 3 public institution.
- Experienced in the application of National Treasury’s supply chain management guidelines, Treasury Regulations, Instruction Notes and Supply Chain Management Instruction Notes, Preferential Procurement Policy Framework Act (PPPFA), Broad-Based Black Economic Empowerment (B-BBEE) Act and the Code of Good Practices.
- Understanding and knowledge of the Supply Chain Management cycle which includes demand, acquisition, logistics, disposal, and supplier performance management.
- Must be able to work independently without direct supervision and be a team player
- Good verbal, written, presentation and communication skills
- Ability to research, analyse, and interpret applicable Supply Chain Management prescripts.
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Key Accountabilities
The main responsibilities of the incumbent will, amongst others, include:
Manage Payroll Processes
- Complete and manage monthly payroll processes accurately and on time.
- Process salary payments, structure salaries per policy and legislation, ensure only valid employees are included, and administer third-party payments.
- Review and approve new staff details, overtime calculations, and conduct payroll runs, submitting EFT files as required.
- Ensure timely submission of payroll inputs from HR and other departments by the cut-off date and submit payroll files to the Financial Manager and CFO within agreed timeframes.
- Maintain accurate payroll records and oversee administrative tasks.
Maintain Payroll Information and Reporting
- Perform monthly salary reconciliations, ensuring accuracy of statutory deductions (e.g., PAYE, Medical Aid, Pension).
- Prepare and submit accurate financial and reconciliation reports, management information reports, and payroll documents for audits.
- Coordinate payments and maintain benefit records with service providers.
Provide Payroll Support and Advice
- Offer technical support to employees and management on payroll matters, monitor correctness of payroll administration, and ensure adherence to procedures and legislation.
- Respond to payroll queries with quality service per agreed SLAs.
- Support Human Capital with talent acquisition, salary adjustments, and salary analysis, including conducting salary surveys and benchmarks.
- Drive ad-hoc compensation and benefits projects and audits.
Process Bonuses and Incentives
- Prepare and analyse scenarios for remuneration support during salary negotiations.
- Calculate, process, and coordinate bonus and incentive payments accurately and on time, providing final calculations to HR as required.
Finalise Tax Documentation
- Apply for tax directives, review and approve IRP5 and IRP3 certificates, ensure correct SARS code allocations, perform EMP501 reconciliations, and submit accurate tax information within required timeframes.
- Archive reconciliations in a retrievable system.
Ensure Compliance with Statutory Requirements
- Maintain strict adherence to statutory payroll and benefits regulations, including PAYE, UIF, SDL, and pension/medical aid contributions.
- Identify and mitigate compliance risks proactively.
Manage Staff
- Set and monitor performance targets for payroll staff, ensure skills transfer, conduct performance discussions, and promote productivity while minimising absenteeism and turnover.
Monitor and Implement Remuneration Approach
- Conduct annual market surveys, perform remuneration and benefits benchmarks, and report on market and internal trends.
- Ensure adherence to Compensation and Benefits (C&B) policies, propose remuneration packages, and provide consulting on C&B matters.
- Document and communicate policies, support remuneration structuring, analyse internal parity, and design total rewards statements.
Analyse and Administer Leave Data
- Conduct quarterly leave analysis, process leave transactions accurately, audit balances, generate reports, and administer incapacity leave per policies.
- Follow up on outstanding balances and ensure compliance with leave policies and legal requirements.
Maintain External Stakeholder Relationships
- Coordinate with external role players, act as key liaison on payroll and benefits matters, provide input to strategic initiatives, resolve issues collaboratively, and respond to queries within agreed timeframes.
Deliver Training and Support Tools
- Provide training and tools to HR and Finance teams, maintaining sound professional relationships with stakeholders.
Requirements
Skills and Experience
We are looking for a dynamic, hardworking and a committed individual who meets the following requirements:
- A completed NQF-Level 7 qualification. A completed NQF-Level 8 will be an added advantage.
- A minimum of 5 years’ payroll, compensation and benefits experience, which includes knowledge of basic accounting practices and procedures, practice methods and techniques of process improvement.
- Minimum 2 - 3 years benefits administration experience.
- Must have conducted salary surveys/benchmarks and have working knowledge of salary grading systems.
- Knowledge of Payroll principles, practices and procedures.
- Proven working knowledge and proficiency of HRIS and Payroll systems.
- Working knowledge of applicable payroll related tax regulations, legislation and guidelines including, but not limited to garnishment, benefits distribution etc.
- Financial competence to perform detailed reconciliations and calculations.
- People management capabilities
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