Free State Department of Community,Safety Roads and Transport

REQUIREMENTS:

• Three-year recognized National Diploma or degree in Public/Business Administration/Office Management or equivalent qualification
• 3 – 5 years’ experience at a junior management level/supervision, with 3 years’ experience in the administrative/secretariat and/or related field
• Working knowledge of the functioning of provincial/national government
• Basic knowledge of MS Word, Excel & PowerPoint
• Good verbal & written communication skills
• Financial management knowledge
• Knowledge of project management
• Valid driver’s license
• The Nyukela Public Service SMS Pre-entry Programme (certificate) is required; no appointment shall be finalized without the relevant candidate producing the pre-entry certificate for SMS (Nyukela)

Skills & Knowledge:

• Knowledge and understanding of public service policies and procedures
• Knowledge of the functioning of Provincial Government
• Knowledge of MS Word, Excel, and PowerPoint
• Knowledge of setting up and maintaining a record system
• Accurate recording of decisions at meetings
• Knowledge and understanding of departmental policies
• Ability to execute research/analyse complex information to compile documents
• Draft documentation like submissions, letters, etc.
• Plan activities
• Coordinate and integrate the activities of the office
• Communicate effectively
• Work under pressure
• Work in a team
• Ability to judge circumstances objectively
• Excellent interpersonal relations
• Act in a professional manner
• Supervisory skills
• Ability to work without supervision
• Relevant Public Service and departmental prescripts
• Computer literacy
• Verbal and written communication skills
• Interpersonal skills
• Project management skills
• Working relations with other departments (National and Provincial), private sector, and colleagues

DUTIES:

Manage Engagements of the Head of Department:

• Ensure that the Personal Assistant compiles realistic programmes of appointments and journeys for the Head of Department
• Liaise with and/or sensitize the Head of Department regarding priority appointments

Render administrative support services:

• Set up and maintain systems in the Office of the Head of Department to contribute towards improving efficiency in the office
• Ensure, oversee, and advise on the effective flow of information and documents to and from the Office of the Head of Department
• Oversee the safekeeping of all documentation in the Office of the Head of Department
• Oversee responses drafted by the Personal Assistant on inquiries received from internal and external stakeholders
• Draft responses regarding more complex issues for internal and external stakeholders
• Prioritize matters to be attended to by the Head of Department
• Coordinate and compile reports of a transverse nature for the HOD and advise/sensitize the Head of Department on reports to be submitted (e.g., to Provincial Departments, Municipalities, Components, etc.)
• Follow up on reports to be submitted (e.g., by Provincial Departments, Municipalities, Components, etc.) to the Office of the Head of Department
• Compile presentations for the Head of Department

Execute research, analyze information, and compile complex documents for the Head of Department:

• Research and compile comprehensive documents for the Head of Department regarding issues forthcoming from meetings such as FOHOD, MINMEC, etc.
• Compile EXCO Memoranda and PROPAC Memoranda
• Scrutinize complex submissions/reports and make notes and/or recommendations for the Head of Department regarding the documents

Provide support to the Head of Department regarding meetings:

• Scrutinize documents to determine actions/information/documents required for the meeting
• Collect and compile information for the Head of Department regarding issues that need to be discussed at meetings
• Record minutes/decisions and communicate to relevant role-players
• Follow up on progress made
• Prepare briefing notes and other documentation to adequately prepare the Head of Department
• Arrange for the placement of items on the agenda of meetings chaired by the Head of Department and ensure circulation thereof
• Coordinate high-level meetings including overseeing logistics, transport arrangements, and taking charge of invitations and RSVP functions, etc.

Manage the budget of the Office of the Head of Department:

• Determine and collate information regarding the budget needs of the Office of the Head of Department
• Keep record of expenditure commitments
• Monitor expenditures and alert the Head of Department regarding possible over- and under-spending
• Identify the need to move funds between items and compile submissions for this purpose

Supervise subordinates:

• Monitor and evaluate the performance of the staff in the Office of the Head of Department
• Manage the human resource aspects related to the staff in the Office of the Head of Department, including the leave register, telephone accounts, etc.

Remain up to date with regard to the applicable prescripts/policies and procedures applicable to his/her work terrain to ensure effective and efficient support to the Head of Department:

• Keep abreast with the relevant Public Service and Departmental prescripts/policies and other documents and ensure that the application thereof is properly understood
• Remain abreast with the procedures and processes that apply in the Office of the Head of Department

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REQUIREMENTS:

• Three years relevant qualification in Office/Information Management/Public/Business Administration.
• Two (2) years supervisory experience.
• Two (2) years functional experience in Office Administration/Secretariat services.

Knowledge:

• Basic Departmental policies and procedures
• Administration procedures
• Batho Pele Principles

Skills:

• Communication
• Analytical skills
• Computer literacy
• Interpersonal skills
• Organizing and planning skills
• Telephone etiquette

DUTIES:

• Manage the Head of Department’s diary and prioritize the Head of Department’s meetings.
• Inform the Head of Department ahead of commitments and prepare meeting documents.
• Schedule appointments and meetings for/with the Head of Department.
• Manage incoming and outgoing correspondence.
• Establish and maintain a filing and document management system in the office of the Head of Department.
• Undertake follow-ups on issues raised by the Head of Department with stakeholders (internal and external).
• Draft summaries for the Head of Department related to documents submitted for their attention.
• Perform any other duties as requested by the Head of Department.

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REQUIREMENTS:

• National Senior Certificate
• National Diploma (NQF Level 6) in Internal Auditing with 2-3 years of relevant experience in internal auditing and/or auditing.
• Possession of an Internal Audit Technician (IAT) certificate will be an added advantage.
• Valid driver’s license.

Knowledge and Skills:

• Knowledge of International Standards for the Professional Practice of Internal Auditing.
• Reasonable knowledge of the Public Finance Management Act No. 1 of 1999, Treasury Regulations, the Public Sector Enterprise Risk Management Framework, and other relevant prescripts.
• Understanding of project management principles.
• Good presentation, interviewing, client, and interpersonal relationship skills.
• Exceptional analytical and decision-making skills.
• Awareness of diversity and attention to detail.
• Ability to work under pressure, meet deadlines, and travel when required.
• Sound and impartial judgment, confidentiality, and adherence to the Code of Ethics.
• Innovation, problem-solving, and interpersonal skills.
• Computer literacy, including the use of audit software.
• Good oral and written communication skills.
• Good organizational and administrative skills.
• Ability to supervise and coach internal audit interns and learners.
• Honesty, integrity, independence, and good judgment.

DUTIES:

• Plan individual audit assignments.
• Execute detailed audit procedures, prepare audit working papers, and summarize audit procedures performed.
• Draft audit reports for review by senior personnel.
• Conduct ad-hoc and consulting audit assignments, as well as follow-up audits.
• Assist in developing strategic internal audit plans.
• Implement the approved Internal Audit operational plan.
• Participate in coordination with other internal and external service providers of assurance to ensure proper coverage and minimize duplication of effort.
• Stay up to date with new developments in the internal audit environment.

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CENTRE :

• Xhariep District: Trompsburg Ref No: FS CSRT 02/08/2024 (X5 Posts)
• Motheo District: Dewetsdorp Ref No: FS CSRT 03/08/2024 (X2 Posts)
• Thabo Mofutsanyana District: Ficksburg Ref No: FS CSRT 04/08/2024 (X2Posts)

REQUIREMENTS:

• NQF level 3 (Grade 10 certificate or equivalent).

Knowledge:

• Job knowledge
• Communication
• Interpersonal relations
• Flexibility
• Teamwork
• Accuracy
• Aptitude for figures

Skills:

• Communication
• Ability to read and write
• Good eyesight
• Teamwork

DUTIES:

• Support road construction and/or maintenance through tasks such as constructing culverts and side drains.
• Erect and maintain steel guardrails and gabions.
• Engage in the construction of road earth and layer works.
• Clean and maintain roads, sidewalks, and resting areas.
• Perform surfacing and pothole patching.
• Handle road fencing and pipe laying.
• Set road markings and signs.
• Install road signs and barricade work areas.
• Crush road materials.
• Manage the allocated tools.

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CENTRE :

Xhariep district:

• Rouxville Ref No: FS CSRT 05/08/2024 (X1 Post)
• Trompsburg Ref No: FS CSRT 06/08/2024 (X2 Posts)
• Faurismith Ref No: FS CSRT 07/08/2024 (X1 Post)
• Petrusburg Ref No: FS CSRT 08/08/2024 (X1 Post)

Motheo District:

• Dewetsdorp Ref No: FS CSRT 09/08/2024 (X1 Post)
• Bloemfontein Ref No: FS CSRT 09/08/2024 (X1 Post)

Thabo Mofutsanyana District:

• Senekal Ref No: FS CSRT 10/08/2024 (X1 Post)
• Bethlehem Ref No: FS CSRT 11/08/2024 (X1 Post)
• Harrismith Ref No: FS CSRT 12/08/2024 (X1 Post)

Lejweleputswa District:

• Winburg Ref No: FS CSRT 13/08/2024 (X1 Post)
• Boshof Ref No: FS CSRT 14/08/2024 (X1 Post)

REQUIREMENTS:

• NQF level 3 (Grade 10 certificate or equivalent).

Knowledge:

• Job knowledge
• Communication
• Interpersonal relations
• Flexibility
• Teamwork
• Accuracy
• Aptitude for figures

Skills:

• Communication
• Ability to read and write
• Good eyesight
• Teamwork

DUTIES:

• Utilize and maintain road building equipment, such as graders, bulldozers, front-end loaders, and tipper trucks.
• Execute daily administrative functions within the team context according to prescripts.
• Plan, organize, and execute road maintenance activities, including the preparation of materials, tools, and equipment needed on a daily basis.
• Adhere to prescribed quality standards on a daily, weekly, and monthly basis.
• Provide performance feedback to the Road Works Foreman regarding team production, costs, and the quality of completed work on a daily, weekly, and monthly basis.
• Measure production and calculate daily and unit costs.
• Monitor and evaluate the progress and quality of work on site, recording findings related to road maintenance activities.
• Manage inventory control of equipment, material store, tools, and office furniture.
• Supervise resources allocated for road maintenance according to policy and prescripts.
• Motivate, control, and discipline the team using acceptable management practices, the disciplinary code, and grievance procedures.
• Maintain safety regulations applicable to the work team and ensure road safety on site.
• Attend meetings and communicate with other personnel in the district.