Senior Admin Officer for Office of the Chief Directors PRETORIA
- Pretoria, Gauteng
- Contract
- Full-time
Pretoria - GautengSenior Admin Officer: Office of the Chief DirectorsPretoria12 month fixed term contractR317 600paPurpose of the post:To provide secretarial and office administration services to the Chief Director.Description of tasks:Diary management, meetings, events and correspondences:Screen appointments before scheduling them in a professional and courteous mannerReschedule appointments using discretion when a urgent or important meetings take precedenceRecord the engagements of the senior managerRespond to queries (verbal or electronic)Compile and coordinates documentation for meetings as requiredArrange and coordinate meetings, workshop, seminars and other similar events (as an when required) and prepare relevant packs.Notify various stakeholders of events scheduled by the Chief DirectorateNotify relevant stakeholders of changes to appointments or meetings professionallyMake logistical arrangements as required (including procurement processes).Arrange traveling and accommodation for Chief Director, prepare travel packs and process claims accordingly.Assist with procurement and payment processing as required.Provide secretariat for Chief Directorates meetings and follow- up on matters arising.Administration Support:Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually)Ensure the updating of chief directorate strategic information on the intranet/relevant platformCoordinate and quality assure submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc) within the specified timeframeDraft, edit and format documents such as submission, memos, letters, presentations, etc. using Department templates.Order office supplies as neededMaintain an inventory of office equipments for the Chief Directorate and liaise with necessary personnel for maintenance and replacementsKeep an up to date list of contact numbers for the Chief DirectorateBudget administration support:Expenditure monitoring for the Chief DirectorateCollect and coordinate all the documents that relate to the managers budgetAssist manager in determining funding requirements for purposes of MTEF submissionsKeep record of expenditure commitments, monitors expenditure is allocated correctlyChecks and correlates BAS reports to ensure that expenditure is allocated correctlyIdentifies the need to move funds between items, consults with the CD and compliles draft memos for this purpose.Compares the MTEF allocation with the requested budget and informs the CD of changes.Project Administration support:Develop and maintain a database on CD projectsCoordinate progress update with relevant components and follow-up on outstanding tasksProvide administrative support in the implementation of the TOR.Provide advise to the CD on challenges for further interventionsCompetencies, Knowledge and Skills:Basic understanding of Departmental policesClear understanding of office administration activities and processesKnowledge of the PFMAKnowledge of Public Service Act and RegulationsKnowledge of applicable directivesGood computer skills (MS Word, Excel, PowerPoint, internet and email)Listening skillsReport writing skillInnovation and creativityCommunicationAdministrationOrganisingCustomer relationAbility to interact with people at different levelsAbility to gather and analyse informationAbility to apply policiesAbility to work under pressure and handle difficult situations.Good Interpersonal SkillsInitiativeAbility to work with and in teamsAbility to multitaskMinimum experience and educational requirements:A registered three year National Diploma or Degree.Minimum of 2 years working experience in administration.Closing date for applications: 6 September 2025Should you not hear from us within 5 working days of the closing date, please consider your application unsuccessfulApply for this Job