Senior Admin Officer

SUMMARY:
TITLE: SENIOR ADMIN OFFICER
Purpose:
To provide secretarial and office administration services to the Chief Director.
Description of Tasks:
Diary management, meetings, events and correspondences:

• Screen appointments before scheduling them in a professional and courteous manner.
• Well managed diary.
• Reschedule appointments using discretion when an urgent or important meetings take precedence.
• Meetings rescheduled.
• Record the engagements of the senior manager.
• Senior manager engagements records.
• Respond to queries (verbal or electronic).
• Queries responded to in a professional manner.
• Compile and coordinates documentation for meetings as required.
• All documents are according to the approved prescribed format and of required quality
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• Arrange and coordinate meetings, workshop, seminars and other similar events (as a when required) and prepare relevant packs.
• Well-arranged events and packs prepared accordingly.
• Notify various stakeholders of events scheduled by the Chief Directorate
• Invitations managed as required.
• Notify relevant stakeholders of changes to appointments or meetings professionally.
• Changes communicated professionally.
• Make logistical arrangements as required (including procurement processes).
• Venue, transport and other logistical arrangements efficiently done.
• Arrange traveling and accommodation for Chief Director, prepare travel packs and process claims accordingly.
• Travel bookings done accordingly, travel packs prepared, and claims processed.
• Assist with procurement and payment processing as required.
• Procurement and payment made.
• Provide secretariat for Chief Directorates meetings and follow- up on matters arising.
• Well edited and signed minutes of the meetings. Matters arising updated.

POSITION INFO:
Administration Support:

• Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually).
• Documents and Information properly managed in line with relevant prescripts.
• Ensure the updating of chief directorate strategic information on the intranet/relevant Platform.
• Updated CDs strategic information on the intranet.
• Coordinate and quality assure submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc) within the specified timeframe.
• Draft, edit and format documents such as submission, memos, letters, presentations, etc. using Department templates.
• Documents drafted, edited and formatted as per Department standards.
• Order office supplies as needed.
• Office always supplies available.
• Maintain an inventory of office equipment’s for the Chief Directorate and liaise with necessary personnel for maintenance and replacements.
• Inventory maintained and equipment’s maintained or replaced as required.
• Keep an up-to-date list of contact numbers for the Chief Directorate.
• Updated list of contact numbers.

• Expenditure monitoring for the Chief Directorate.
• Reconciled and reported expenditure and projection.
• Collect and coordinate all the documents that relate to the manager budget.
• Budget coordinated.
• Assist manager in determining funding requirements for purposes of MTEF submissions.
• Inputs on funding requirements.
• Keep record of expenditure commitments, monitors expenditure is allocated correctly.
• Expenditure commitment records monitored.
• Checks and correlates BAS reports to ensure that expenditure is allocated correctly.
• Allocation of expenditure corrected.
• Identifies the need to move funds between items, consults with the CD and compiles draft memos for this purpose.
• Funds movements coordinated.
• Compares the MTEF allocation with the requested budget and informs the CD of changes.
• MTEF allocation and budget alignment identified, and differences communicated to CD.

• Develop and maintain a database on CD projects.
• Projects database maintained.
• Coordinate progress update with relevant components and follow-up on outstanding tasks.
• Follow-up made and progress updated.
• Provide administrative support in the implementation of the TOR.
• Administrative support provided.
• Provide advice to the CD on challenges for further interventions.
• Challenges escalated to CD.

• Basic understanding of Departmental polices.
• Clear understanding of office administration activities and processes.
• Knowledge of the PFMA.
• Knowledge of Public Service Act and Regulations Knowledge of applicable directives.

• Good computer skills (MS Word, Excel, PowerPoint, internet and email).
• Listening skills Report writing skill.
• Innovation and creativity Communication Administration Orgarnising.
• Customer relation.

• Ability to interact with people at different levels Ability to gather and analyse information Ability to apply policies.
• Ability to work under pressure and handle difficult situations.
• Good Interpersonal Skills Initiative.
• Ability to work with and in teams Ability to multitask.