Vacancies Available at Public Protector South Africa

Qualifications and Experience

• An appropriate 3-year tertiary degree qualification in the fields of
• Safety and Security Management or Public Administration.
• A minimum of (5) five years’ experience within the safety and security management environment.
• Extensive experience in investigating security breaches and possible fraudulent/criminal conduct and vetting.
• A National Intelligence Security Manager Course Certificate will serve as added Management experience.

Duties and responsibilities

Strategic Responsibilities

• Develop, maintain and implement a security management strategy, safety and security management framework, safety and security plan and policy.
• Facilitate security risk identification process and assessment to develop and ensure the implementation of risk management strategies.
• Develop, implement and manage anti-corruption strategy for the PPSA.
• Coordinate safety and security working committee meetings.
• Develop, implement and manage anti-corruption strategy for the PPSA.
• Coordinate safety and security working committee meetings.

Human Capital Management Services

• Develop, implement and monitor security policies, plans, systems procedures.
• Develop, implement and manage anti-corruption strategy for the PPSA. 
• Coordinate safety and security working committee meetings.
• Monitor and review the implementation of security management processes to ensure proactive assessment of the current state controls.

Support Services

• Ensure provision of effective records management system to safeguard all PPSA records.
• Compile and maintain the budget for the unit.
• Facilitate the evaluation of financial risks and recommend corrective financial controls that will ensure effectiveness and efficiency. 

Management of Safety and Security Branch

• Manage contracts relating to security services, maintenance and service level agreements.
• Manage security clearance and information. Manage access control to the PPSA, Manage compliance with legislation, e.g OHASA and MISS. Plan, manage and evaluate the overall performance of the electronic security service 
• Manage human and financial resources.
• Manage security clearance and information. Manage access control to the PPSA, Manage compliance with legislation, e.g OHASA and MISS. Plan, manage and evaluate the overall performance of the electronic security service
• Develop, implement and monitor security policies, plans, systems procedures.

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Qualifications and Experience

• Degree/Diploma/Certificate in a Paralegal / Legal Secretarial qualification
• Minimum 3 years’ experience as a Legal Secretary within a law firm (preferably a large law firm)
• LLB degree will be an added advantage.
• Knowledge of Microsoft Office Suite.
• Knowledge of legal services practice management and billing systems.
• Driver’s licence is essential
• Experience in coordination of High Court litigation (motion and action proceedings)

Duties and responsibilities

Secretarial Support

• Coordinate the full litigation process from inception to completion.
• Dictaphone typing
• Assist in preparing and processing legal documents.
• Plays a pro-active role in ensuring that the unit runs smoothly and requires a fair knowledge of legal terminology, processes, procedures and protocols to relieve workload of professionals wherever possible by providing support on various projects.
• Maintain complex filing systems to track large volumes of legal filing deadlines, providing professionals with easy access to files and precedents.
• General office management and administration.
• Ability to prioritise tasks effectively
• Arrange and coordinate Unit led functions
• Monitoring and ordering of unit stationery
• Ensure that team members are promptly notified of guests/client arrivals
• Make all travel arrangements on behalf of the team and proactively manage and communicate changes to travel and make alternative arrangements where necessary
• Prepare all documentation for appointments and travel.
• Assist in drafting, amending and formating general correspondence and documents, paying attention to detail, and ensuring good spelling, grammar and punctuation.
• Assist in drafting and managing all official correspondence and emails with a professional manner.
• Assist in preparation of presentations and reports as required by the Unit
• Handle diary management, follow-ups, maintain legal services diary, including co-ordination and liaison with relevant parties regarding meetings.
• Send reminders to team members regarding upcoming court dates and other milestones
• Handle appointments and meetings efficiently to avoid scheduling conflicts
• Screening of all calls to ensure that calls are handled or directed correctly.
• Follow up with relevant service providers and internal stakeholders to ensure prompt resolution of problems
• Ensure that the correct people are invited and available to attend meetings, book boardrooms for meetings and conference calls, and ensure that enough time is allocated for offsite meetings.
• Action post meeting deliverables and follow-up
• Updating team on diary entries and ensuring that they are appropriately

Reporting

• Compile and submit weekly reports to Finance and Supply Chain Units.
• Keep track of Attorney time records, including capturing of team time and ensuring the timeous and accurate time recording of hours worked by team members and producing final bills/reports to business units for services rendered
• Assist in handling legal administration requirements.
• Manage monthly invoicing in accordance with the institution’s policies and procedures.
• Develop and maintain relationships with internal and external stakeholders to ensure prompt resolution of queries and a quality-of-service delivery
• Monitoring of service provider invoices, storing of supporting documentation such as invoices, bills of costs, proofs of payment
• Keeping record of terms and conditions governing fee arrangements with service providers
• Peruse, verify and capture creditor invoices for payment
• Verify statements of account and invoices for accuracy
• Process travel and other general reimbursement claims on behalf of the team Follow up bi-monthly with service providers and internal stakeholders in respect of outstanding accounts and other payments receivable or payable by the Unit.
• Assist in managing and monitoring the Team budget, checking input, tracking spend, reconciling on a monthly basis to ensure budget and spend are aligned, liaising with finance team as and when necessary to ensure alignment.
• Collect and collate monthly department information from Team members for inclusion in Monthly, and quarterly reports.