Office Manager

Recruiter:

Six Sense Consulting

Job Ref:

JHB001068/MS

Date posted:

Sunday, October 23, 2022

Location:

Johannesburg, South Africa

Salary:

1000 Annually

SUMMARY:
The Housing Development Agency (HDA) is a national public sector development agency that acquires and prepares land as well as develop the land and project manage the development of housing and human settlements. We carry out our activities in partnership with a range of stakeholders including national, provincial and local government and municipalities, as well as with communities, developers, financiers and other affected parties. Established in 2009, the Agency was established by an Act of Parliament in 2008 and is accountable through its Board to the Minister of Human Settlements. For more information about the HDA, please visit our website: www.thehda.co.za.
Follow us on Twitter @The_HDA and on Facebook: TheHDA.

The HDA has the following 3 year fixed term contract position:

Office Manager
Location: Head Office - Johannesburg
Reporting Line: Chief Executive Officer

JOB DESCRIPTION:

Main Purpose of Job
Manage the operation and administration of the CEO Office and support the coordination of all required operation and administrative processes and procedures within the Office of the CEO.

Key Responsibility Areas:

Operational and Administration Management

Establish and maintain all administrative processes and systems in the Office of the CEO
Establish and maintain systems and processes for the tracking, monitoring and evaluation of the implementation of all documents and Administration in the relevant department/s
Undertake the quarterly collation of directorate operational reports including the analysis thereof in relation to expected outcomes and deliverables
Co-ordinate the processes of reporting across the CEO’s Office
Co-ordinate, facilitate and undertake the processes for writing, submissions, reports and presentations for the CEO’s Office
Record minutes of meetings for the CEO and ensure follow-up on decisions from meetings
Co-ordinate submission of performance contracts and assessments for direct reports
Gather information in support of the CEO when addressing internal or external stakeholders
Ensure efficient and excellent service delivery from the CEO’s Office
Ensure all documents are accounted for and retrievable when needed
Ensure confidentially is maintained at all times
Write submissions on behalf of the CEO
Create and maintain a records and document management system for the office of the CEO
Ensure the CEO’s office maintains a high level of professionalism
Uphold t the HDA values in the department
Ensure the CEO’s office correspondence, Diary Management and travel arrangements is managed
Implement a tracking/monitoring system are maintained
Implication and maintenance of General office management

Document Management

Facilitate the gathering of relevant information and reports of each unit within the department
Oversee storage and maintenance of existing documents within the document management system.
Monitor, update and store information and data manually and electronically as per policy implementation
Be the document management gatekeeper for the department
Ensure record keeping for the unit

Reporting

Provide regular feedback to the CEO regarding operational responsibilities
Ensure that proper record keeping (statistics) are retained and updated regularly and prepare and submit statistical/statutory reporting as appropriate
Assist with the preparation of monthly and quarterly reports (procurement/ finance/ performance on APP)
Collation of report
Development of reports as required
Development of policy and other related documents as required from time to time

Financial Management

Ensure compliance and adherence to HDA procurement and finance management processes both internally and as related to service providers
Coordinate and support the monitoring and tracking of CEO’s Office budget and prepare monthly reports indicating any variances
Maintain database of service providers, clients and other key stakeholders and track all procurement and contracts of the CEO’s Office/ departments
Manage and follow up on all SCM submissions and request
Ensure invoices are submitted on time and paid
Ensure service provider contracts are at hand
Received budget from finance and reconcile monthly

Ad Hoc

Any other duties which may be assigned from time to time
Follow up action list must be implemented, and reminders sent
All corporate deadlines, governance and compliance must be adhered to
Be the risk champion and assist with the mitigation of risk
Be the audit champion for the department
Project manage of a specific project as an when required
Development of process flows.
Assist with task like ad hoc assistance with travel management

Qualifications & Experience

Grade 12
Relevant Office Administration or Business Administration qualification (diploma)
A Degree will be an advantage
5-8 years’ related experience in similar role
Competent and proficient in MS Office package, Outlook, Excel, PowerPoint, Project and Word
Experience in Administration management

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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