Secretatiat Practioner

Requirements

Applicants must be in possession of a Grade 12 certificate and a National Diploma in Office Management and Technology / Business Administration / Public Administration / Administration/ related qualification. A minimum of 2 3 years relevant experience in corporate secretariat environment. Job related knowledge: Protection of Personal Information Act (POPIA). Promotion of Access to Information Act (PAIA). Public Service Regulations. Department’s policies and relevant procedures. Treasury Regulations. Basic Accounting System (BAS) system. Minimum Information Security Standards (MISS). Secretariat and governance process. Job related skills: Computer literacy. Minute-taking and report-writing skills. Interpersonal skills. Organising and planning skills. Communication skills (verbal and written). Analytical Skills. Problem-solving skills. Financial Management Skills. Time Management and ability to meet deadlines. Attention to details and accuracy. Ability to work under pressure as well as the willingness to work irregular hours. Ability to work in a teamwork and confidentiality. Travelling extensively. Coordination skills. A valid driver’s license.

Key Responsibilities

Render logistical arrangements for top and executive management meetings. Completion of supply chain prescribed forms before the procurement of goods and services. Follow-up on quotations requests of catering and venues for top management an executive meeting. Coordinate receipt of order number form supply chain management. Evaluate services and goods procured. Coordinate audiovisual and Information Communication Technology (ICT) requirements for meetings. Set up boardrooms for executive management meetings. Ensure safekeeping of the recording equipment (laptop, microphone and data projector). Liaise with Directorate: Facilities Management to ensure maintenance and cleaning of boardrooms (Agriculture Place DG’s boardroom and Imbizo) for executive and top management meetings, i.e., maintenance of air conditioning, power supply, etc. Render administrative and secretariat support service to different committees and fora. Coordinate and schedule top and executive management meetings and workshops. Compile and distribute meeting packs (Agenda, Minutes, discussion documents, etc) to members for relevant platforms within agreed timelines. Liaise with internal and external stakeholders regarding meeting arrangements and submissions. Confirm attendance and maintain attendance registers for top management and executive meetings. Attend meetings and record accurate decisions-actions list and minutes emanating from the relevant committees. Compile, edit and submit first draft minutes for review by the Assistant Director/ Deputy Director/ Director before circulating to members. Follow up on implementation of decisions and actions from the relevant committees weekly. Compile status reports upon receipt of feedback on implementation of decisions/ actions. Consolidate status reports from the relevant committees monthly/ quarterly. Submit minutes to the relevant committees for adoption. Submit the adopted minutes for approval by the relevant Chairpersons. Render Governance and Compliance Support. Ensure compliance with the TORs for top management and executive meetings and other relevant governance frameworks. Provide procedural advice to chairpersons and committee members. Maintain confidentiality of sensitive information and documents. Ensure proper record- keeping of approved minutes and maintain electronic and manual filing of documents for top and executive management meetings. Draft correspondence, memoranda and reports where required. Provide support in responding to Request for Information (RFIs) within the required deadlines.

How to Apply

Enquiries

Notes

EE Target: African Male and Persons with disability.