Admin Positions at Department of Agriculture(DOA)

REQUIREMENTS :

• Applicants must be in possession of a Grade 12 certificate and a National Diploma in Office Management and Technology / Business Administration / Public Administration / Administration/ related qualification. A minimum of years relevant experience in corporate secretariat environment. 

DUTIES :

• Render logistical arrangements for top and executive management meetings. Completion of supply chain prescribed forms before the procurement of goods and services. Follow-up on quotations requests of catering and venues for top management an executive meeting. Coordinate receipt of order number form supply chain management. Evaluate services and goods procured. Coordinate audiovisual and Information Communication Technology (ICT) requirements for meetings.
• Set up boardrooms for executive management meetings. Ensure safekeeping of the recording equipment (laptop, microphone and data projector). Liaise with Directorate: Facilities Management to ensure maintenance and cleaning of boardrooms (Agriculture Place DG’s boardroom and Imbizo) for executive and top management meetings, i.e., maintenance of air conditioning, power supply, etc. Render administrative and secretariat support service to different committees and fora. Coordinate and schedule top and executive management meetings and workshops. Compile and distribute meeting packs (Agenda, Minutes, discussion documents, etc) to members for relevant platforms within agreed timelines.
• Liaise with internal and external stakeholders regarding meeting arrangements and submissions. Confirm attendance and maintain attendance registers for top management and executive meetings. Attend meetings and record accurate decisions-actions list and minutes emanating from the relevant committees. Compile, edit and submit first draft minutes for review by the Assistant Director/ Deputy Director/ Director before circulating to members. Follow up on implementation of decisions and actions from the relevant committees weekly. Compile status reports upon receipt of feedback on implementation of decisions/ actions.
• Consolidate status reports from the relevant committees monthly/ quarterly. Submit minutes to the relevant committees for adoption. Submit the adopted minutes for approval by the relevant Chairpersons. Render Governance and Compliance Support. Ensure compliance with the TORs for top management and executive meetings and other relevant governance frameworks. Provide procedural advice to chairpersons and committee members. Maintain confidentiality of sensitive information and documents.
• Ensure proper record-keeping of approved minutes and maintain electronic and manual filing of documents for top and executive management meetings. Draft correspondence, memoranda and reports where required. Provide support in responding to Request for Information (RFIs) within the required deadlines. 

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REQUIREMENTS :

• Applicants must be in possession of a Grade 12 Certificate and a National Diploma in Public Administration / Public Management / Business Administration / Business Management (NQF 6). 2 years’ experience in administration environment.

DUTIES :

• Provide financial management services. Facilitate, plan, oversee, drive the timely and accurate preparation of the annual budget in line with Public Finance Management Act (PFMA), Treasury Regulations, Strategic priorities weekly / monthly / quarterly. Compile Demand Management Plan (DMP), Medium Term Expenditure Framework (MTEF), Adjustment Estimates (AE) and Estimated National Expenditure (ENE). Oversee effective, efficient and economical utilisation of funds.
• Document and communicate procedures for accessing and shifting of funds. Coordinate budgeting, auditing and financial functions. Verify Transport and Subsistence, sundry and overtime payments. Administer the procurement of goods and services. Compile, manage and maintain the Demand Management Plan.
• Facilitate supply chain management services. Facilitate monthly, quarterly and annual reporting on supply chain management related matters. Control over safekeeping, utilisation and maintenance of all assets. Ensure proper administration of sourcing and evaluation of quotations. Capture and authorise goods / services on Logistical Information System (LOGIS). Handle queries from internal and external clients relating to supply chain matters. Render general office support services. Supervise, motivate and develop staff through individual performance agreements.
• Provide assistance in the developing / reviewing of operational plan. Compile various submissions / memoranda and responses. Attend to queries from Internal Audit. Administer leave forms / attend to queries. Make travel / conference bookings and confirmations. Provide secretariat services. Checking draft minutes for accuracy against recording or notes. Administer asset. Maintain asset register. Liaise with asset unit during asset verification. Manage outgoing and on-going assets. Allocate equipment to officials.