Deputy Director: Admin Office of the CEO

SUMMARY:
Job title: Deputy Director: Admin Office of the CEO
PURPOSE OF THE POST:
To provide strategic, financial, administrative and overall management of the Chief Executive Officer (CEO) Office. This includes providing Secretariat to the NACI Council, development of strategic and annual performance plans and quarterly and annual reports, budget coordination, human resource coordination, communication, records and knowledge management, manage CEO projects, events coordination and office management.

POSITION INFO:
DESCRIPTION OF TASKS:
Strategic and Annual Planning and Reporting:

• Coordinate inputs, conduct desktop research, consult relevant stakeholders (NACI council, experts, staff, etc.) and draft strategic and annual performance plans
• Strategic and annual performance plans drafted.
• Draft presentations and submissions to Council, Minister and Parliament.
• Presentations and submissions to Council, Minister and Parliament drafted.
• Facilitate the publication process for approved plans and reports.
• Reports and plans published in relevant platforms and agreed format.
• Draft quarterly and annual reports.
• Quarterly and annual reports drafted
• Draft submissions to Council, and Minister.
• Submissions to Council, Minister and Parliament drafted.
• Monitor Secretariats’ project performance.
• Secretariat projects’ performance monitored.
• Coordinate and manage the CEO projects.
• CEO projects coordinated and managed.
• Arrange and coordinate quarterly reviews and planning sessions.
• Quarterly reviews and planning sessions arranged and coordinated.

• Facilitate the approval and submission of Advice to the Minister.
• Draft Advice memo(s).
• Coordinate and manage activities (including launch of STI Indicators.
• Council and EXCO activities.
• Report-flagship project) of Council and EXCO.
• coordinated and managed.
• Arrange Council and EXCO meetings.
• Council and EXCO meetings arranged Facilitate agenda setting.
• Distribution of documents timeously to Council members and EXCO members.
• Manage interface between Council, Director-General (DG) and Minister.
• Interface between Council, DG and Minister.
• Facilitate dissemination of all reports after Advice Letters have been presented to Minister.
• Number of reports disseminated to relevant stakeholders.
• Ensure all Council and EXCO decisions are following the NACI Act and company policies.
• Minutes are captured accurately.
• Ensure highest form of corporate governance is maintained including the implementation of the Council charter.
• Ensuring Council and EXCO decisions are implemented.
• Council charter implemented.

• Manage MTEF and operational budgeting processes.
• Relevant budgets submitted on time in the appropriate formats.
• Manage expenditure control and monitoring.
• No unplanned expenditure over- or under-runs.
• Develop and provide responses to all related queries from Finance.
• Timeous and accurate responses to queries from Finance.
• Facilitation of collaborative administrative function within and in support of the CEO office.
• Ensure effective functionality in the office of the CEO.

• Manage and create all administrative processes and projects within the CEO’s office.
• Coordinated office operations and procedures enabling effectiveness and efficiency.
• Compliance with NACI administrative processes.
• Monitor adherence to company and NACI policies.
• Compliance with company and NACI policies.
• Manage quality assurance of all documentation and submissions.
• High quality documents and submissions managed.
• Monitor all submissions.
• Submissions are processed timeously.
• Coordinate Secretariat and management meetings.
• Meeting records kept.
• Develop and provide responses to all related queries from the CEOs office or elsewhere in NACI.
• Timeous and accurate responses to all queries.

• Coordinate the collation and dissemination of information within the Secretariat.
• Effective information and knowledge flows within the Programme.
• Manage external liaison as instructed by the CEO.
• Queries responded to timeously and effectively.
• Draft internal administration policies and procedures.
• Monitor effectiveness of internal administration policies and procedures.

• Recording of all meetings in Alfresco.
• Knowledge management strategy developed.
• Development of knowledge management tools.
• Knowledge management tools developed.
• Development of knowledge management strategy.
• All records placed on Alfresco.

• Knowledge of Government and Parliamentary processes.
• Knowledge of Departmental policies, processes and procedures.
• An extensive knowledge of Finances processes, Human resource procedures, and Administration.
• Understanding of corporate governance systems.
• Good knowledge and understanding of PFMA & PSR.
• Basic understanding of the NSI

• Financial Management.
• Planning and organizing.
• Change management.
• Influencing skills.
• Service delivery and innovation.
• Customer orientation and service.
• Problem solving skills.
• Policy development.
• Communication (writing, presentation & verbal).
• Computer literacy.
• Analytical skills.
• Negotiations.
• Stakeholder liaison.
• Project management.
• Stakeholder management.

• Ability to work with diverse people.
• Ability to work under pressure.
• Ability to work independently.
• Team player.
• Be innovative and creative.
• Ability to analyse and resolve problems in the daily operations of the CEOs office.
• Ability to prioritise work schedules and meet commitments and deadlines.
• Can work in high pressured environment.

• 3years experience in at least two of these areas; (administration, planning, reporting and governance) within the Senior Management Office.

• A minimum National Diploma / Degree NQF 6.