Jobs at South African Local Government Association

QUALIFICATIONS AND EXPERIENCE 

• Relevant 3 year Diploma in Office Management / Secretariat or equivalent; 
• 2 years’ experience in Administrative/ Secretarial capacity at a similar level. Local government will be an added advantage 
• A Valid drivers’ license & preferably own vehicle (Travel could be required); 
• Ability to maintain high-level of accuracy and confidentiality is essential; 

 
KEY PORTFOLIO AND PERFORMANCE FOCUS AREAS 

• Technical Ability: Handles all confidential information with the necessary sensitivity and responsibility. Independently applies functional or technical knowledge in order to perform higher level clerical, administrative and secretarial duties well within policy and procedural requirements. 
• Secretarial Services: With minimum supervision, schedule internal & external meetings with higher levels of complexity (diary management, professional communication with participants, booking venues & equipment; handle all relevant logistical arrangements) according to SALGA requirements and within budget. Drafts, prepares and edits responses to correspondence. This includes circulating various notices emanating from the Office of the Chief Officer and monitor adherence to relevant instructions therein. 
• Event Management: Independent coordination of small to medium-sized events adhering to all quality and budgetary requirements. With some supervision, coordinate some aspects of large (local and international) events/ conferences adhering to all quality and budgetary requirements. 
• Administrative Services: Ensure accuracy and completeness of administrative records and committee files and ensure a functional and user-friendly filing and record management system. Make recommendations to improve administrative and filing systems, processes and practices for increased effectiveness and efficiency; With minimal supervision, provide higher level confidential administrative services to compose and administer e-mails & correspondence, reports, memoranda and other materials (independent judgement as to content, accuracy and completeness); Monitoring of office supply stocks (e.g. paper, stationery, printer cartridges etc.); Perform regular stock taking exercises to ensure office supplies are readily available to employees. 
• Cluster Secretariat Services: Meeting coordination and scheduling; solicit inputs for agenda items for staff, management and other executive meetings, record and disseminate minutes of meetings within a set timeframe. 
• Shared Secretariat support: Provide shared secretariat, administrative and support services to various Portfolios within the Cluster (including tracking of compliance requirements such as performance reviews, gathering and uploading of evidence).
• Research and Analysis: Within the research framework and criteria for municipal profiles perform desktop research in line with research agenda. Perform desktop research on identified and prioritised topics, conduct basic analysis on information and summarise findings. 
• Monitoring and Evaluation Support: Categorise and tracks progress on performance progress for specific deliverables/ programmes/ projects to support effective M&E in SALGA 
• Programme / Project Administration: Provide programme/ project administrative support across the entire lifecycle of the programme/ project; Update and track programme/ project progress; Keep manager aware of the status of programmes/ projects being managed, including timeframes and document requirements, and key operational issues through formal and informal communications (e.g., status reports, e-mails), 

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QUALIFICATIONS AND EXPERIENCE 

• Relevant degree in Finance / Asset Management / Purchasing Management 
• Be an all-rounder, be versatile and able to perform certain Human Capital responsibilities 
• A Valid drivers’ license will be an added advantage as travel could be required 
• Ability to maintain high-level of accuracy and confidentiality 
• 3 years’ relevant working experience 
• Knowledge of local government sector, ability to interpret Financial Statements and generate reports 
• Experience in Finance / Supply Chain Management 
• Knowledge of Basic Bookkeeping 

KEY PORTFOLIO AND PERFORMANCE FOCUS AREAS 

• Fixed Asset Register: Update and maintain Fixed Asset Master data in the Corporate Register database 
• Asset Control: Conduct Fixed Asset Inventory counts; periodic physical inspection of fixed assets, reviewing the results, conducting necessarily follow up and accounting adjustments. Control and safeguard SALGA’s assets including leased assets and fixed assets register. Be versatile 
• Governance and Compliance: Implement financial policies and procedures. Ensure adherence to internal control mechanisms. Ensure good governance, effective financial management, control, reporting and sustainability within Assist with Compliance Functions 
• Query Resolution: Implement customer care charter. Effective handling of queries and speedy resolution of all customer and supplier queries/ complaints. All queries to be handled as they emerge for client satisfaction.