Latest Openings at South African Local Government Association

ROLE OVERVIEW

• Reporting to the Manager Strategic Support and Information Analytics, this role will provide and maintain professional support in an administrative and office operational capacity to ensure and contribute to the overall success of the organization 

THE CANDIDATE PROFILE 

• Handles all confidential information with the necessary sensitivity and responsibility;
• Basic Project administration ability;
• Innovative and team player;
• Results driven individual;
• Strong analytical ability coupled with sound problem-solving skills;
• Reliable and accountable person
• Uses the functional and technical knowledge and skills to perform routine clerical and administrative duties within policy and proceduralrequirements; 
• Under supervision, performs work that is varied and that may be somewhat difficult in character, but usually involves limitedresponsibility; 
• Selects appropriate tools or technology for the task;
• Seeks training and development opportunities for development.

QUALIFICATIONS AND EXPERIENCE 

• Senior Certificate or equivalent (Studies towards administrative/ secretarial qualifications essential);
• A Valid Code 08 drivers’ licence;
• 2-3 years’ experience in administrative/ secretarial capacity;
• Ability to maintain high-level of accuracy and confidentiality is essential;

KEY PORTFOLIO AND PERFORMANCE FOCUS AREAS 
Secretarial Services:

• Office Management; Meeting Coordination; Diary Management; Travel and Accommodation Coordination; Event Coordination; Budget support; Workflow and correspondence management; Interdepartmental communication. 

Committee Secretariat Services:

• Meeting Coordination and scheduling; Allocate resources according to complexity of meetings; Prepare agendas, minutes, meeting packs and notifications of meetings within a set timeframe; Meeting Resolution Tracking, follow-up and Compilation of progress updated on database; Recording and maintenance of attendance of members and red flagging long-term absenteeism; Updating maintaining and safekeeping of Committee Files 

Support Manager:

• Strategic Support and Analytics to provide shared secretariat, administrative and support services to thecluster/ provincial office (including previous secretarial and committee support services and procurement administration) and with strategic, operational and system interface role. 

Research and analysis:

• Within the research framework and criteria for municipal profiles perform desktop research in line with research agenda and analyse captured information to build, update and maintain municipal profiles on monthly basis; Support the packaging and dissemination of research results and integrate with central repository. 

Monitoring and Evaluation Support:

• To interact with core business functions to interpret and analyse performance progress information and compile draft reports.

Programme/ Project Administration: 

• Provide programme/ project administrative support across the entire lifecycle of the programme/ project; Within M&E and Project Management framework, analyse programme/ project progress obtained from functional areas to strengthen impact measures.

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ROLE OVERVIEW 
Reporting to the Senior Advisor: Trading Services, this role will assist in the identification of pipeline programmes extending from the existing programme, assist in coordinating different groups involved in the programme, establishes and maintains relationships with those groups and prepare reports on programme progress in line with funder requirements and programme management procedures. And to ensure that the programme initiatives are completed timeously, within budgets and to the agreed specifications.

THE CANDIDATE PROFILE 

• Stakeholder Management and Influencing skills; 
• Ability to manage in a broad scoped environment Decision making and sound judgement 
• Analytical and problem-solving skills 
• A dynamic, motivated self-starter with high levels of emotional maturity 
• High integrity and ethics 
• Understanding of expense management principles and regulations; 
• Understanding of project management principles; 

QUALIFICATIONS AND EXPERIENCE 

• A relevant tertiary Degree in Public Management, Development Planning or equivalent 
• At least five years’ experience in the public sector (Local Government would be an advantage) 
• 3 years’ relevant experience of which at least 1 years have been at an equivalent level within a medium to large sized organization; 
• A Valid Driver’s License and frequent travelling 
• Demonstrates a sound understanding of the Local Government Sector and issues relating to area of speciality 
• Ability to manage in a broad scoped environment is essential 

KEY PORTFOLIO AND PERFORMANCE FOCUS AREAS 
Research and Benchmarking: Assist in conducting analysis on municipalities and provide guidance in respect of possible improvements; Assist in conducting and interpreting research in an area of specialisation such as Water, Sanitation, Solid Waste Management ,Electricity, Energy Efficiency and Clean Energy sources and create a learning and sharing platform to improve municipal efficiency in these areas; Be a key repository of knowledge and information on local government and matters relating to the area of specialisation and support the strengthening of municipal profiles in the central repository under the guidance of Senior Advisor and management, provide ongoing analysis of the key challenges, needs and trends in area of specialisation, to ensure that local government strategies and programmes are appropriately implemented. 

Representation at IGR & Other For a (lobbying and Advocacy): Assist with providing technical support and advice to the Chairs of working groups and facilitate tracking and implementation of resolutions; Provide inputs to and develop content on a number of complex issues relevant to a SALGA position for mandating; Under the guidance of Senior Advisor represent SALGA and municipalities at various IGR and other Fora to protect the interests of municipalities/ Sector; and to disrupt structural form, policy or legislative frameworks in a particular sector, where it hinders municipal performance; Identify policy and legislative gaps and develop solution proposals that would promote better municipal performance in delivering the basic services. Engage sector departments in leveraging technical support to municipalities. Source municipal comments on the relevant industry proposals. Contribute to the municipal infrastructure grant reforms to reduce the co-funding requirements. Understand the national and provincial governance structures of SALGA and the institutional structures of the Sector/ Professional discipline and key role players in the area of specialisation. 

Support Advice and capacity building: Assist with guiding, supporting and providing professional advice to municipalities in the areas of focus/ professional discipline – refer issues of strategic importance to the Senior Advisor: Trading Services / Director of Operations in the Province; Provide hands-on support to strengthen municipal capacity/ improve programme implementation; Assist with facilitating the implementation of the capacity building strategy and associated programmes in municipalities; Assist with facilitating training programmes/ peer learning sessions in the areas of focus/ professional discipline. Provide the platform to promote the technology and innovation uptake in solving the municipal infrastructure and service delivery challenges. Share best engineering industry practice in the areas of municipal trading streams. 

Monitoring and Evaluation: Assist with creating a high performance culture on all projects and report on progress against milestones; Maintain records as per SALGA policy and ensure that all project records are uploaded into the company knowledge management system; Prepare audit files for each project prior to audit; Support the development and Implement monitoring and evaluation process to track the progress on implementation of policies, legislative compliance and programmatic implementation in municipalities. 

Programme / Project Management: Assist with the implementation of appropriate project management methodologies and disciplines; and manage full project cycle on assigned projects including M&E; Assist with planning and integrating programme roll-out to municipalities; Assist with developing terms of reference for identified programmes; Ensure that projects are implemented against contract specification and payments are based on agreed milestone; Identify spin-off projects and opportunities from the programme. 

Stakeholder Management: programme success and to increase SALGA’s capacity to make an impact; Assist with creating reports to communicate about the programme and provide updates for website; Assist with identifying key role players to create a link to sustainability and handover of programmes; and implementation; Ensure appropriate and timely communications with all stakeholders; Within the scope of area of accountability build and maintain relevant stakeholder relationships/ partnerships in the area of responsibility 

: Assist with guiding, supporting and providing professional advice to municipalities in the areas of focus/ professional discipline – refer issues of strategic importance to the Senior Advisor: Trading Services / Director of Operations in the Province; Provide hands-on support to strengthen municipal capacity/ improve programme implementation; Assist with facilitating the implementation of the capacity building strategy and associated programmes in municipalities; Assist with facilitating training programmes/ peer learning sessions in the areas of focus/ professional discipline. Provide the platform to promote the technology and innovation uptake in solving the municipal infrastructure and service delivery challenges. Share best engineering industry practice in the areas of municipal trading streams. 

Monitoring and Evaluation: Assist with creating a high performance culture on all projects and report on progress against milestones; Maintain records as per SALGA policy and ensure that all project records are uploaded into the company knowledge management system; Prepare audit files for each project prior to audit; Support the development and Implement monitoring and evaluation process to track the progress on implementation of policies, legislative compliance and programmatic implementation in municipalities. 

Programme / Project Management: Assist with the implementation of appropriate project management methodologies and disciplines; and manage full project cycle on assigned projects including M&E; Assist with planning and integrating programme roll-out to municipalities; Assist with developing terms of reference for identified programmes; Ensure that projects are implemented against contract specification and payments are based on agreed milestone; Identify spin-off projects and opportunities from the programme. 

Stakeholder Management: programme success and to increase SALGA’s capacity to make an impact; Assist with creating reports to communicate about the programme and provide updates for website; Assist with identifying key role players to create a link to sustainability and handover of programmes; and implementation; Ensure appropriate and timely communications with all stakeholders; Within the scope of area of accountability build and maintain relevant stakeholder relationships/ partnerships in the area of responsibility 

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KEY PERFORMANCE AREAS

•  Ensure that the front desk is professionally managed at all times 
• Coordinate logistics, and boardroom meetings as indicated by requesting units 
• Provide secretarial support in terms of administration of records, collecting and forwarding the correct information to staff 
• Enhance, organise, and facilitate and manage external, internal calls and messages from visitors 
• Screen incoming calls 
• Assist and support other stakeholders and municipalities with information on their queries 
• Establish an independent reporting mechanism in respect of frontline tasks 
•  Assist with access control for entry into SALGA office 
• Monitor and manage visitors at the front desk 
•  Capturing and sending all telephone messages to staff members through the Electronic Messaging System 
• Updating and monitoring of the telephone list 
•  Any other responsibilities as an when required.

QUALIFICATIONS AND EXPERIENCE

•  Applicants must be in possession of a Matric with experience as a Receptionist, Client / Customer Service 
• Must have a Customer Service Relations certificate
• Worked in an office work environment.

CORE KNOWLEDGE, SKILLS, AND BEHAVIOUR

•  Good verbal and written communication skills 
•  Strong interpersonal relations skills 
•  Ability to handle difficult customers
•  Ability to screen calls and prioritize accordingly 
•  Ability to provide basic information to callers 
• Ability to handle pressure 
• Multi-tasking
• Computer literacy