Vacant Jobs at Public Protector South Africa

QUALIFICATION AND EXPERIENCE

• A three (3) National Diploma at NQF level 6 in any of the following, Business  Administration/Public Administration/Public Management/Office Management and Technology 
• A minimum of five (5) years’ experience in rendering administration management and Executive support is required 
• Experience in private and public Sector is preferred.
• Must be computer literate Experience in dealing with state/formal functions / visit is preferred 
• A valid driver’s license is essential

Responsibilities

Administration and Secretarial Duties

• Receive and make telephone calls on behalf of the Public Protector (PP)
• Effectively manage the diary and all activities in the office of the PP
• Arrange travel and accommodation, manage cancellation of bookings and complete GRN’s forms and submit the signed GRN form to SCM for travel at least 2 days after travelling
• Arrange petty cash and submit petty cash receipts within 48 hours of spending to Finance
• Prepare travel and subsistence claims
• Arrange and coordinate meetings, workshops and other forums, transcribe proceedings and ensure that accurate minutes are timely prepared and signed, with decision registers and follow up on resolutions
• Receive written correspondences and direct them to the relevant offices and follow up on responses
• Prepare submissions, letters, memos and reports on behalf of the PP
• Receive and control of visitors and staff to the PP’s Office
• Develop, implement and maintain a records management and registry system in the PP’s office
• Daily reconciling all submissions transmitted to the PP•
• Responsible for typing, copying and faxing of documents
• Manage general finances, assets and facilities for the PP
• Develop, implement and monitor Standard Operating Procedures (SOP’s) in the PP’s office
• Assist the PP with any other matter as required/instructed

Stakeholder Management and Communication

• Act as a liaison between the PP and stakeholders (executives, employees, clients, government officials, media, etc.).
• Ensure clear, timely, and appropriate communication on behalf of the PP.
• Draft and relay messages that reflect the PPs tone and priorities. 

Relationship Building

• Help maintain and strengthen relationships with key stakeholders by managing interactions, follow-ups, and engagement.
• Keep track of stakeholder preferences, interests, and past interactions for personalized communication.
• Support networking efforts by coordinating events, meetings, and correspondence.

Information Flow and Prioritization

• Filter and prioritize stakeholder inquiries to ensure the PP focuses on high-impact issues.
• Brief the PP on stakeholder concerns, expectations, and developments ahead of engagements.
• Maintain up-to-date records of stakeholder contacts and communications.

Meeting and Event Coordination

• Arrange and prepare for meetings with key stakeholders, including logistics, agenda setting, and documentation.
• Ensure stakeholder meetings are productive by organizing necessary materials and follow-up actions.
• Represent the PP’s office professionally when dealing with stakeholders in their absence.

Conflict and Issue Management

• Monitor stakeholder sentiments and flag potential risks or issues to the PP.
• Assist in resolving misunderstandings or miscommunications diplomatically and promptly.
• Ensure stakeholders feel heard, respected, and informed.

Confidentiality and Trust

• Handle sensitive information and interactions with discretion and integrity.
• Foster trust between the PP’s office and stakeholders by maintaining professionalism and reliability.

Financial Management

• Manage budget in the PP’s Office
• Manage Supply Chain Management processes in the PP’s Office

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Qualifications and Experience

• An Honours degree or Post Graduate Diploma at NQF level 8 as recognised by the South African Qualifications Authority (SAQA) in either the field of Public Administration /, Management Science/ Law or equivalent
• MBA or MBL would be an added advantage
• A minimum of ten (10) years relevant experience at a management level with five years at a Senior Management in Corporate Services environment.
• Practical experience in the Corporate Governance environment, Stakeholder management and financial management
• Proven experience in strategic planning and leadership skills
• Understanding of Audit process, corporate systems and relevant legislation including PFMA, LRA, BCEA, SDA, SDLA, Public Protector Act, Constitutional mandate, etc
• Computer literacy and a valid driver’s license is required

Duties and responsibilities

Strategic Responsibilities

• Develop human Capital Management and support services policies and strategies
• Oversee the development of an effective short, medium and long-term human capital management policy and strategy for the PPSA.
• Manage the relationship between corporate service and core business to ensure effective provision of support services.
• Provide strategic advise to the CEO and Management on corporate services policies and strategies.
• Oversee the development, delivery and achievement of the business plans and budget for the branch.
• Develop sound strategic relationships with relevant stakeholders to serve the interest of the business unit.
• Ensure the provision of accurate, current advice regarding Corporate Services to all stakeholders.
• Oversee the application of principles of good governance and legislative compliance to the operation of the division.
• Analyse service delivery by the branch and identify gaps and challenges, develop action strategies and manage the implementation thereof.
• Guide the provision of quality services to internal and external customers/clients/ stakeholders and organized groups to improve the branches’ overall performance.
• Identify risks associated with corporate services and develop mitigation plans.
• Participate in governance structures within PPSA.
• Ensure compliance with all Corporate Services reporting responsibilities.
• Strengthening Corporate Governance in the institution

Support Services

• Provide suitable office accommodation for all PPSA service points.
• Ensure provision of effective records management system to safeguard all PPSA records.
• Ensure provision of effective Information Management and Legal Services.
• Ensure provision of effective Security and Facilities management services.
• Conduct periodic assessment of the effectiveness of Facilities, Security Services, office support and maintenance services.
• Ensure effective and efficient provision of fleet, travel and accommodation services to PPSA

Attributes:

• Respect Emotional intelligence Transparency Courtesy Team players Integrity

Human Capital Management Services

• Manage the development and implementation of a management leadership development strategy.
• Align HR plans to meet business needs to achieve stipulated objectives.
• Oversee the development, implementation and maintenance of relevant policies, standard operating procedures, guidelines and processes and monitor compliance.
• Drive the provision of effective Human Capital practices and administration services.
• Ensure maintenance of adequate and capable workforce.
• Ensure provision of effective wellness service for PPSA.
• Periodic review of the effectiveness of the human capital interventions with PPSA.
• Drive the provision of integrated Human Capital Development initiatives aimed at enhancing individual and organizational performance.
• Ensure effective provision of Labour Relations services.

Management of Corporate Service Branch

• Develop and supervise the implementation of the strategic, annual and operational plans of the Branch.
• Develop and sustain a culture of high performance, professionalism and integrity to support overall quality of service delivery.
• Prepare and submit budget input for the Branch and manage the spending to ensure efficiencies.
• Ensure the effective utilization of all other resources (including IS, Assets, Infrastructure, etc.) within the division.
• Prepare and submit the annual report for the Corporate Services Branch.