Job Vacancies at The Universal Service and Access Agency of South Africa (USAASA)

Key Responsibilities: 

• Performs standard office tasks such as answering telephones, and taking and disseminating messages, extensive diary management, filing documents, ordering of supplies, and booking meetings (internal and external), events, conferences, trainings, etc for the Office of the CFO. 
• Handle all correspondences and communications including mails, letters, memorandums, submissions, responding to routine mails, handling telephone and customer enquiries related to the Office of the Chief Financial Officer. 
• Organizes, updates, and maintains confidential filling systems in the Office of the CFO. 
• Obtain, proofread, handle, maintain, disseminate and prepare responses on correspondences, meeting materials/packs, schedules, reports, letters, submissions, memos and high-quality presentations on matters addressed to the Office of the CFO; including identifying and highlighting red flags in regard to compliance matters. 
• Proactively coordinate, manage, and keep the Office of the CFO on track with schedules, projects, and commitments. 
• Develop and maintain an appropriate follow-up procedure so as to ensure that all projects, reports, and task associated with or originating from the Office of the CFO are completed. 
• Maintain high standards of professionalism, efficiency, personal communication, discretion, and independent judgment. 
• Analyse complex issues and apply investigative techniques to find answers to offer solutions. 
• Coordinate daily workflow, maintaining appropriate routines and procedures. 
• Checks submissions and any other documents for accuracy and for compliance with the submission requirement prior to submitting such to the CFO for signature. 
• Supports and coordinates various Committees meetings in the Office of the CFO and drafts and maintains minutes in the required format. 
• Maintains positive relationships with internal and external clients. 
• Undertakes special assignments or projects on a wide variety of responsibilities as assigned by the CFO from time to time. 
• Preparing and arranging local and international travel schedules including itineraries, flights, hotels and transportation for the CFO. 
• Assists with alignment of monthly and quarterly reports submitted by all sections within the Office of the CFO. Prepares and provides inputs into the monthly and quarterly reports for the CFO’s office. 
• Manages a tracking system or register of internal and external documents and queries. 
• Assists CFO to monitor delivery of key tasks and implementation of resolutions from various Committees meetings. 
• Coordinates risk workshops and assists in ensuring that responsible managers update risk registers on a monthly and quarterly basis. 
• Coordinates stationery requirements for the Office of the CFO to ensure sufficient stationery is always available. 
• Provides other administrative support in the Office of the CFO. 
• Liaison with staff, vendors, business partners and the public on CFO’s behalf.  

Minimum Requirements & Experience 
Qualifications/Knowledge

• Relevant National Diploma or Degree preferably in Executive Secretarial or related qualification. 
• At least five (5) years or more relevant experience in executive secretarial duties with a strong PA background from a public service, preferably public entity. 
• Proven experience of working in a senior secretarial capacity. 
• Organized individual, who can show initiative, anticipates needs and demonstrates self-prioritization of tasks. 

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Key Roles: 

• Provide comprehensive administrative support to the USAF Operations Executive Office. 
• Schedule, coordinate and document USAF Operations meetings, including compiling agendas, taking accurate minutes, and following up on action items. 
• Organise logistics for USAF Operations events, stakeholder engagements, workshops and briefings. 
• Liaise with internal and external stakeholders including other government departments, service providers, and development partners. 
• Maintain an effective document management and tracking system for USAF Operations records and correspondence. 
• Monitor procurement requests, contracts, and reporting deadlines relevant to USAF programmes. 
• Prepare basic reports, briefing notes, and presentation packs as directed by the Executive. 
• Provide secretariat support for USAF governance and reporting structures. 
• Ensure smooth daily functioning of the USAF administration unit, including facilities, supplies, communication, and records. 

Essential knowledge, skills and competencies requirements 

• Strong administration and office management and project management skills. 
• Sound knowledge of public sector administrative processes and PFMA compliance (preferred). 
• Excellent interpersonal skills with professionalism in dealing with senior stakeholders. 
• Strong written and verbal communication skills. 
• Advanced MS Office proficiency (Word, Excel, PowerPoint, Outlook). 
• High attention to detail, accuracy and organisational ability. 
• Able to handle confidential matters with discretion and integrity. 
• Adaptability and resilience under pressure. 
• Knowledge of ICT and telecoms sector or development funding (advantageous). 
• Strong personal commitment to the attainment of set goals  

Qualifications and Experience Required 
Minimum:

• A National Diploma or Bachelor’s Degree in office Administration/equivalent to. 
• Advantageous, Project Administration, Business Administration, Public Management, strategic communication or a related field. 
• At least 2–3 years’ experience in a project or administration role. 
• Experience supporting high-level executives or managing administrative functions in a public entity or private agency is highly advantageous 

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Key outputs: 
HR Strategy and Policy 

• Contribute to the development and implementation of the organization's HR strategy and annual plans. 
• Assist in developing, reviewing, and implementing HR policies and procedures, ensuring they are up to date with best practices and legal requirements. 
• Support organizational design by updating the organizational structure, defining roles, and managing the job evaluation process. 

Human Resources Operations 

• Collaborate with the Payroll Officer in managing the monthly payroll process and benefits administration to ensure they are completed accurately and on time. 
• Coordinate the annual remuneration and benefits review process. 
• Contribute to the development and implementation of employee wellness plans and initiatives. 
• Conduct exit interviews to gather feedback, identify trends, and recommend improvements. 
• Provide HR support and assistance to the business by receiving requests or identifying HR issues, evaluating and implementing HR support requirements as necessary within SLA and to standard 

Talent Management 

• Implement the talent management strategy to attract, retain, and develop high-quality employees. 
• Contribute to the development and execution of recruitment plans to source and secure talent that aligns with the organization's values and transformation goals. 
• Manage the end-to-end recruitment and selection cycle, ensuring compliance with all policies and legislation. 
• Liaise with the Skills Development Officer in facilitating induction and orientation for all new employees to ensure smooth on boarding. 

Labour Relations 

• Provide internal support relating to disciplinary and grievance matters. 
• Support the Snr Manager: HR in CCMA cases by providing case history and evidence. 
• Coordinate quarterly Labour Forums.  

Minimum Requirements & Experience 
Qualifications/Knowledge 

• National Diploma or Bachelor's Degree in Human Resources Management, Industrial Psychology, or a related field. 
• 5 years of experience in an HR Generalist/Practitioner or HR Officer role. 
• Experience in handling disciplinary processes and exposure to CCMA proceedings is advantageous. 

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Key outputs: 
Business Strategy Leadership 

• Participate in the development of the strategically aligned departmental Annual Performance Plan by the agreed deadline through providing inputs into the development of a plan that delivers the strategic objectives, aligning organisational resources with plan deliverables and managing the implementation of the agreed deliverables by the agreed deadlines 
• Resolve challenges hindering or threatening the successful achievement of the departmental deliverables by monitoring departmental performance, identifying areas of risk or challenges being faced and addressing these within agreed challenge-resolution timelines 

USAASA / USAF Internal Financial Reporting 

• Produce USAASA and USAF management accounts by extracting relevant reports from the system and preparing the reports in compliance with the Accounting Standards and PFMA Treasury regulations on a monthly basis 
• Prepare management account variance report by maintaining a working knowledge of daily financial activities, analysing transactions and reports, identifying anomalies and addressing issues on a monthly basis 
• Resolve queries and issues as identified from the variance report and implement corrective action on a monthly basis 
• Compile management accounts and recommendations for reporting to Exco by collating all reports and recommendations identified on a monthly basis 
• Produce USAASA and USAF financial reports by extracting relevant reports from the system and preparing the reports in compliance with the Accounting Standards and PFMA Treasury regulations, comparing and evaluating against monthly management accounts, identifying and addressing any issues or anomalies arising and finalising the financial statements on an annual basis 
• Compile financial reports and recommendations for reporting to Exco by collating all reports and recommendations identified and verifying that the reports have been prepared are compliant with the Accounting Standards and PFMA Treasury regulations on an annual basis. 

USAASA / USAF External Financial Reporting 

• Submit all external financial reporting on time by developing and maintaining a reporting annual plan detailing all required reports to individual institutions and the required deadlines annually 
• Prepare statutory financial compliance and progress reports by extracting relevant and compliant (Accounting Standards and PFMA Treasury regulations) financial reports, analysing information and variances, completing required institution reporting templates (if required), obtaining approval as required (monthly, quarterly, annually etc.) 
• Maintain strong stakeholder relationships by engaging with stakeholders, providing feedback, responding to queries and meeting deadlines annually Prepare the USAASA budget templates and guidelines by aligning with the MTEF / Treasury templates and guidelines by July / August 
• Train and support the relevant USAASA management staff to prepare their budget submissions by communicating the templates and guidelines and providing coaching and mentoring support annually July / August 
• Prepare the USAASA / USAF consolidated budget complying with Accounting Stands and PFMA Treasury regulations by collecting, reviewing and quality controlling the departmental budgets, adjusting the departmental budgets to align with the provisional Treasury allocation and communicating adjustments to the individual departments by July / August  

Budgeting

• Support the approval process of the USAASA / USAF consolidated budget by preparing the Exco submission and supporting the CFO to obtain the approval and incorporate any Exco adjustments by July / August 
• Prepare the budget for National Treasury by incorporating any Exco adjustments and finalising the template structures by July / August 
• Finalise the budget for board submission by receiving the allocations from National Treasury, adjusting the budget and reviewing alignment with the adjusted APP for final Board approval in January 
• Communicate the final approved budget to all departments by extracting departmental information by January 
• Provide support to the CFO and the board to facilitate the Ministerial and Parliamentary approval of the budget and implement any adjustments if required 
• Manage the uploading of budgets into the financial management systems by disseminating the budgets into the appropriate formats and overseeing the accurate uploading of information by 01 April  

Financial Interface 

• Develop and maintain strong relationships with the Senior Financial Manager and processing department by constructively reviewing and evaluating processes and procedures, identify gaps and areas for improvement, developing recommendations and supporting implementation of corrective action on a monthly basis 
• Review and analyse financial and variance reports to identify weaknesses and areas for improvement in the business processes, develop recommendation and corrective action plans and support implementation on a monthly basis 

Audit and Risk 

• Prepare for external and internal audit by preparing files and required documentation on an annual basis 
• Support the audit process by addressing queries, reviewing and answering audit findings on an annual basis 
• Manage the risk profile of the department by reviewing the departmental risk register, developing and implementing action plans and reporting on progress against action plans on a monthly basis 
• Implement the corrective action as arising from audit recommendations by developing and implementing action plans to address and resolve audit issues on an annual basis  

Minimum Requirements  
Qualifications and Experience 

• 3 year Accounting or equivalent tertiary qualification is required 
• Articled Accountant or equivalent is required 
• Extensive PFMA knowledge required 
• Competent computer literacy levels 
• 5 years financial management experience required 
• 2 years cost accounting experience preferential 
• Public sector experience is preferential 

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Key outputs: 
Risk Identification 

• Systematically scan the internal and external environment for potential threats (financial, operational, strategic, reputational, compliance, hazard/safety, technological, geopolitical, etc.). 
• Understand the Agency’s specific vulnerabilities 

Risk Assessment and Analysis 

• Evaluate the likelihood of identified risks occurring. 
• Assess the potential impact (financial, operational, reputational) if risks materialize. 
• Prioritize risks based on their severity and probability (often using risk matrices) 
• Develop and implement strategies to manage prioritized risks 
• Design and oversee internal controls  

Risk Monitoring and Reporting 

• Continuously track identified risks and the effectiveness of mitigation strategies. 
• Monitor the external environment for emerging risks. 
• Prepare regular risk reports for EXCO, Board Committees, the Board, and relevant stakeholders, communicating the risk landscape clearly and concisely. Ensure the Agency complies with relevant laws, regulations, and industry standards related to risk. 

Compliance & Governance 

• Support the Board and Audit Committee in fulfilling their risk oversight responsibilities. 
• Develop and maintain the Agency's risk management framework and policies. 

Crisis Management & Business Continuity 

• Develop plans to respond effectively if major risks materialize (crisis management). 
• Ensure plans are in place to maintain critical operations during disruptions (business continuity planning). 
• Coordinate response efforts during incidents.  

Fostering a Risk-Aware Culture 

• Promote understanding of risk management principles across the organization. 
• Train employees on risk identification, reporting procedures, and relevant policies. 
• Encourage open communication about risks without fear of blame  

Minimum Requirements & Experience 
Qualifications/Knowledge

• Bachelor’s Degree in Economics and Risk Management, Audit, Finance, Business Administration or related field 
• Post Graduate Diploma in Risk Management will be an added advantage 
• 5-7 years of experience in a Risk management environment