Vacancies at Housing Development Agency (HDA)

Responsibilities

General Programme operational support

• Provide operational and administrative support to the provincial office.
• Develop and implement office management systems that facilitate in the smooth operation of the office and support a pleasant working environment.
• Maintain the diary and meeting schedules for the Provincial Management.
• Manage office procurement requirements and office operations.
• Sourcing and booking venues and meetings rooms when required.
• Rendering support and assistance to all strategic planning, monitoring, and evaluation-related functions.
• Managing staff travel requests and support the provincial staff.

Meeting Management

• Arrange and facilitate meetings.
• Arrange and facilitate various Committee Meetings on behalf of the Provincial Manager recording and taking of minutes, consolidation and follow up action plans.
• Ensure set-up for critical meetings are in order i.e. tools, documentations, projectors etc.
• Drafting, receiving approvals and distribution of relevant documentation (agenda’s, minutes, report, presentations etc.) for meetings as required.

Document Management

• Facilitate the gathering of relevant information and reports.
• Oversee storage and maintenance of existing documents within the document management system.
• Provide training to users e.g., project teams, Project administrators on usage of electronic version of the document management system.
• Monitor, update, and store information and/or data.
• Maintain database of service providers, clients, and other key stakeholders.

Reporting

• Ensure timeous submission of all monthly and quarterly Reports to the Regional Manager/ Organisational Performance/ M&E/ the department and municipalities.
• Assist in the development, implementation and tracking of the Provincial Annual Performance Plans (the statement of intent/ IPWs).
• Develop and track the Operational Risk Register for the provincial office and ensure adherence to risk mitigation strategies and delivery timelines.
• Ensure information is consolidated and uploaded onto the HDA Dashboard or any reporting tools (Information Management Tool M&E) for strategic reporting.

Performance Management

• Render support in the development of scorecards/ performance contracts for all staff (probation contracts/coaching and performance reviews).
• Co-ordinate submission of performance contracts and assessments for provincial office.
• Ensure accurate Quarterly Evidence Files (POE) are submitted by all staff.

Personnel Management

• Liaise with HR Support in arranging interview sessions.
• Liaise with HR support to organize training courses for staff.
• Liaise with HR support with the administration of personnel matters, salary matters.
• Assist in the updating and amendment of the Provincial Structure to align to the needs.
• Update employees with new information and adhere to requests from HR Support.

Finance Management

• Manage office procurement requirements.
• Preparation and submission of invoices for payments.
• Ensure provision of relevant financial information for use by the Programme Manager & team in decision making processes.
• Ensure regular provision of financial information related to projects for statutory and other financial reporting requirements.

Requirements

• Grade 12 and National Diploma in office administration/project management or equivalent qualification
• Competent in MS Project, Outlook, Excel intermediate and Word intermediate
• 3-5 years’ experience in a similar role

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Responsibilities

Strategy

• Support the CEO and Head of Department with the development and implementation of and intergovernmental strategy and plan to ensure seamless, coordinated and functional IGR contracting to improve, sustain and promote the developmental mandate of the HDA aimed at achieving the strategy and operational vision, mission and objectives of the HDA.
• Develop, implement, maintain and support a National, Provincial and Municipal IGR Strategy and Stakeholder Support Plan specific to the HDA mandate based on evidence, environmental analysis, and incorporation of good practice IGR process and procedure.
• Facilitate processing of contracting, planning, funding and implementation of key decisions and targets with all state partners to ensure integrated and sustainable housing and human settlement development.
• Ensure, coordinate, promote and prepare for HDA participation in key IGR Strategic, Organisational, Fiscal and Development Planning and Implementation processes.

Stakeholder Engagement and Consultations

• Approach and cultivate new business relations with new stakeholders in line with the HDA mandate.
• Conduct research, network with relevant role-players and make appropriate contact with public sector organs.
• Gather and develop evidence and information- based IGR key decision- making processes, strategic choices and planning of priorities.
• Develop, coordinate and manage interaction with stakeholders promoting HDA functions, mandate and roles.
• Promote the HDA polices, legislation functions, mandate and targets through relevant channels, fora, consultations through delivering presentations, networking with relevant stakeholders, representing the HDA as well as addressing any queries on the HDA service offering.
• Consult with the relevant public sector bodies to identify areas of mandate alignment and performance targets.
• Manage the drafting and facilitate the conclusion of implementation protocols between the HDA and prioritized public sector bodies.
• Advise and organize appropriate meetings, interventions, appointment, engagements, networking sessions and presentations for the Executive Suite.

Relationship Management

• Manage and monitor compliance with the key components of the IGR agreements through liaising with key HDA role players tracking performance against the agreement and contracts and reporting on progress and performance and progress.
• Communicate and support IGR status reporting and engagement on an on-going basis, through reports, discussions and feedback sessions to programme and project owners.
• Promote and track the status of the IGR contracting and engagement through regular interaction with the partner state and sector partners and take sanctioned corrective measures if and when required.
• Participate in and/or ensure HDA support to strategic planning and other relevant events/ activities of identified public sector bodies.
• Advise, support and mitigate with the responsible HDA functionaries of issues and events of relevance to their areas of responsibility and provide the necessary support where issues of IGR and stakeholder management arise.

Administration

• Manage the provision of admin support to IGR Fora by

Scheduling of meeting,

• Preparation of meeting packs,
• Provision of secretariat support to relevant IGR structures convened/managed by the Agency and distribution of minutes,
• Capturing of key decisions and resolutions
• Develop relevant presentations and reports
• Draft IGR reports on progress against the IGR implementation plan to the IGR Programme Manager.
• Manage own Budget (Regional).

Requirements

• A relevant degree or equivalent is required and may include Law, Administration, Governance or Social Science.
• At least 6 – 8 years proven and relevant experience in an IGR environment and public sector governance, contracting, and planning as well as strategy development is required.
• Knowledge, insight and experience of the public sector (Intergovernmental relations, human settlements and built environment development).
• Knowledge of legislation and policies regulating the human settlements sector and the built environment development.
• Strategic management and superior communications skills.

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Responsibilities

Quality Management

• Implement and execute the entity transformation and empowerment plan.
• Support the monitoring and reporting on the entity transformation & empowerment plan including implementation plans, processes, policies, targets, outputs, and outcomes.
• Support the entity in the management of programme stakeholder management to achieve the outcomes of the programme and in engaging on a regular basis with key stakeholders for the purposes of updates on transformation progress.
• Compile and assist in the reporting of all related transformation imperatives related to transformation and empowerment objectives of the HDA.
• Assist and support the reporting of procurement monitoring to ensure required targets related to designated groups and community initiatives are implemented and achieved.
• Assist in the development of evaluation tools, methods and frameworks that will ensure compliance and adherence to approved standards and procedures.

Programme Administration Management and Implementation

• Ensure and support efficient, effective, and good practice programme and project administration.
• Ensure appropriate programme and project document management, tracking and reporting.
• Ensure all HDA policy, legislative and administrative frameworks are applied and complied with in the management of the function optimally and information is integrated and readily available for reporting.
• Coordinate and manage project deliverables consistent with the required HDA administrative systems.
• Monitor and evaluate statuses of each project for reporting purposes

Transformation and Empowerment Required Areas Of Output and Outcome

• Report on entity B-BBEE interventions related to housing and human settlements development including targets, outputs, and outcomes.
• Initiate, design, and implement approved programme projects.

Support and Assist Entity Units to advance transformation in the following regards:

• Women empowerment
• Youth employment
• Preferred procurement BEE for community benefit
• Preferred procurement transformation
• Empowerment of disabled persons within the sector
• Support the access to jobs and skills development.
• Support entry of new firms in the construction sector
• Empowerment of military veterans
• Promotion of local content through transformation and empowerment

Employment Equity Support

• Input in HDA human resources policy and planning and monitoring support thereof
• Support the development of the HDA Employment Equity Plan and B-BBEE Strategy and Action Plan
• Support problem solving and developing value-adding strategies align transformation and empowerment legislation and objectives.
• Support the Implementation & annual planning for transformation and empowerment targeting and outputs.
• Support and assist with interventions or training programs and advancement opportunity, identifying of obstacles that are present for specified designated groups

Project Management

• Identify and facilitate engagements and interventions for economic participation for all designated groups for the advancement of transformation and empowerment.
• Implement and facilitate the implementation and support of policies, plans and frameworks where appropriate to enhance socio-economic impact.
• Develop and support plans that ensure that local communities derive maximum benefit from the investment through access to labour, sub-contracting opportunities, socio-economic investment, and income.
• Support successful conclusion of transformation project.
• Support principle that transformation targets are linked to the human settlement transformation score card

Stakeholder Engagements

• Design, plan and support research, network with relevant role-players and make appropriate contact with public sector organisations.
• Gather relevant information data including key decision-making processes, strategic choices and timing of priorities, to support evidence-based programme and project planning.
• Support CEO and supervisors in the compilation of reports and presentations to promote transformation in the sector and HDA functions, mandate, and role.
• Advise and organize appropriate meetings, interventions, appointments, engagements, networking sessions and presentations as maybe required.

People Management

• Manage and lead any personnel falling under the position scope of authority.
• Set clear objectives for the position and scope of work to measure achievements against objectives based on the HDA performance management system.
• Build and manage relationships with staff members.
• Implement and comply with the HDA policies and procedures as required.
• Manage risks within programme and projects.

Requirements

• BCom degree or relevant degree Public Aministration/Communications/Development Studies.
• Valid Driver’s License.
• Ability and willingness to travel.
• Computer literacy and proficiency to research, write, compile and prepare reports and presentations.
• Minimum 10 years’ experience in Social and Community Development and/or Transformation and/or Empowerment and/or Change Management.
• Experience and knowledge of Skills Development and Training.
• Experience in Enterprise Development and Corporate Social Investment Programmes.
• A minimum of 3 years of this experience must be at management level.