Administrative Support Officer

Requirements

An appropriate qualification at NQF level 6 as recognised by SAQA; A minimum of 1-2 years relevant administrative experience. Competencies: Knowledge: Proven knowledge of general office administration processes; Proven knowledge of database and information management processes; Proven knowledge of project administration processes; Proven knowledge of record- keeping legislation, regulations, policies, prescripts and processes; Proven knowledge of people management prescripts, policies and processes; Proven knowledge of Supply Chain Management; Computer Literacy skills; Language skills; Accounting, Finance and Audit.

Key Responsibilities

Drafting of documents, correspondence and Liaison: Draft submissions, reports, and correspondence for the component, as required; Liaise with relevant stakeholders on matters pertaining to the line function, as required; Provide advice and guidance on the layout and quality of official documents for the component. Administrative processes: Actively participate in and provide inputs into the development, enhancement and implementation of administrative processes to improve the effectiveness and efficiency of the component’s functioning; Guide, advise, and build the capacity of relevant stakeholders in adhering to new and improved administrative processes; Track deadlines and due dates, and issue timely reminders to relevant stakeholders of tasks/feedback/information that is required in terms of the line function. Project administration / regulatory administration: Render administrative support in respect of projects, including; Financial administration (budgets, expenditure monitoring, procurement, record-keeping/contract management, and reporting); Logistics and secretariat (scheduling of project meetings, agendas, venues, catering, minute-taking); Record-keeping and project activity tracking; Stakeholder engagement, correspondence and liaison. Record- keeping: Ensure that full and proper records are kept of the component’s activities, including; Maintenance of registers; Scanning and filing of documents (hard copies and electronic records, as required); Adherence to the approved file plan of the department; Liaison with Registry to retrieve and return files. People management administration: Maintain and continuously update people management-related registers; Provide administrative support for people management processes, such as recruitment and selection, performance management, leave tracking, etc; Deal with queries and provide advice on general people management prescripts and processes. Render administrative support in relation to databases and information management: Enter information and data into systems and databases accurately; Perform searches on databases; Compile reports based on data and information as required; Verify the correctness of data, statistics, and information; Perform regular checks to ensure the ongoing integrity of data on systems and databases. Provide logistics and secretariat services to the component: Arrange strategic/operational planning sessions, meetings, workshops, and other events, as required, including: Travel and accommodation logistics; Venues and catering; Drafting submissions to get the required approvals; and Provide guidance and support to relevant stakeholders in terms of Subsistence and Travel (S&T) claims; Draft and distribute agendas; Send out appointments and follow up on attendees; Attend meetings, take minutes (may be verbatim), and distribute them to relevant stakeholders; Monitor upcoming events and report-back imperatives; Represent the component at meetings, as required. Render financial administration support the component: Prepare information for the Medium Term Expenditure Framework (MTEF) budgeting process; Collate and capture financial information on monthly reporting templates; Complete procurement and other financial forms according to the Supply Chain Management (SCM) system requirements; Provide SCM support to the various Bid Committees, as required; Submit urgent, emergency, impractical and 353 unplanned requisitions that are not on the procurement plan; Provide record- keeping and information management in respect of contracts; Verify that goods received are in line with orders in terms of quality and quantity; Prepare and submit petty cash requisitions; Perform asset control functions for the component and update the asset register; Provide support to relevant stakeholder in reporting losses and damages to Internal Control.

How to Apply

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