Assistant Director: Office of the DDG: Technology Innovation(12 months)

SUMMARY:
To ensure efficient and effective management and coordination of the DDGs responsibilities.

POSITION INFO:
Secretarial Support:

• Plan, organise and co-ordinate the DDG’s schedule.
• Efficient and effective management and coordination of the DDG’s responsibilities and core activities in line with schedule.
• Schedule meetings and liaise with the individuals to find a mutually suitable date for the appointments.
• Well managed diary and no appointment clashes or congestion of the programme to allow for flexibility & to cater for unforeseen eventualities.
• Negotiate changes of dates and venues with individuals and organisations to optimise the utilisation of the DDG.
• Screen all calls of the DDG.
• All calls diverted to appropriate person.
• Respond to enquiries by proving the required information.
• All enquiries addressed to the DDG attended to.

• Draft memos, submissions etc from the office of the DDG’s attaching all relevant documentation, specifying required action, and facilitate processes connected therewith.
• Documents available within timeframes to relevant person.
• Compiling and updating the inputs for the dashboard on decisions made and make follow-ups.
• Dashboard updated and follow-up made.
• Provide secretariat for Programme meetings.
• Well edited and signed minutes of the meetings.
• Compile and coordinates documentation for meetings as required.
• All documents are according to the approved prescribed format and of required quality standards.
• Conduct basic desktop research.
• Basic desktop research conducted.

• Arrange travelling and accommodation for DDG.
• All travel arrangements of the DDG arranged within reasonable timeframes.
• Arrange for payment of advances and calculations of S&T expenditure for the DDG.
• Advances and S&T expenditure approved before departure of the DDG.
• Coordinate information on monthly expenditure patterns.
• Monthly expenditure patterns information coordinated.
• Monitor financial expenditure.
• Financial expenditure monitored.
• Reconciling expenditure projection of the Programme against actual spending.
• Expenditure projections reconciled.
• Process petty cash requests and related procurements.
• Petty cash and related procurement approved and processed.

• Maintain calendar of events.
• Well-coordinated events.
• Coordinating arrangements for workshops, conferences and other functions.
• Liaise with stakeholders on the planned events.
• Develop and maintain stakeholder database.
• Stakeholder database maintained.
• Engage with relevant stakeholders as required.
• Relevant stakeholders engaged as required.

• Manage the document tracking system in the Programme.
• Updated document tracking spreadsheet.
• Keep records of all documents for the programme electronically and manually as
•  
• All records kept in a safe for future use.
• Monitor and update database of the documents submitted to the programme manually /
•  
• Monitored and updated database.

• Knowledge of departmental policies.
• Knowledge of applicable protocols.
• Treasury regulations.
•  
• Knowledge of Public Services Regulations.

• Good computer skills (MS Word, Excel, PowerPoint, internet and email).
• Good Communications Skills.
• Strong negotiation skills.
•  
• Project management skills.
• Administrative skills.
• Events Coordination.
• General Office Administration.
• Document and File Management.
• Organising skills.

• Client focus and result orientated.
• Excellent interpersonal Relations.
•  
• Ability to work with and in teams.
• Ability to multitask.

• Minimum of 3 years’ experience in secretarial or administration functions support to senior management.

• Secretarial Diploma or equivalent qualification.