Administration Officer Tshwane (Pretoria) - South Africa
Phaki Personnel
Reference: JHB000096-KM-1 JOB PURPOSE To render administrative support within the Deputy Director-General MINIMUM REQUIREMENTS National diploma NQF 6 in Public Administration / Office Management and Technology/ Business Management 1 year of experience working in the Office of the Director or above in public administration environment RESPONSIBILITIES Financial Administration and Coordination DDGs office Monitor monthly expenditure patterns and trends to budget projections Reconcile expenditure projection with the actual spending Coordinate financial planning processes. Complete relevant documentation for transfer of funds. Process payment for procurement of goods and service Administrative Support Administer documents and check for compliance in line with the required DSI standard (formatting etc.) or government prescripts. Monitor outgoing and incoming documentations and monitor compliance as outlined by various units. Draft routine letters, memos, reports, submissions etc Provide secretariat services in the meetings when required Diary management Conduct logistical arrangements i.e., travel arrangements, booking of venues, caterings etc. Coordinate and consolidate monthly, quarterly, annual plans and reports within the DDG. Project Administration Provide assistance in developing project plans and capture progress in the projects' cycle Track progress on programme issue log and risk log with relevant project team members internally or externally and issue reminders and follow up actions. Compile updated progress feedback letters based on the project's schedules and progress meetings. Identify and compiled possible project risks and compile reports for management action. File and maintain updated records of projects e.g., financial expenditure, reports, memos, letters, contract status schedule. Receive and check documents and letters compiled by the stakeholders, implementing units and ensure that they are processed accordingly. Documents and Records Keeping Keep records and ensure that they are easily accessible within the DDGs office Maintain filing system manual and electronic within DDG. Updated records keeping and spreadsheet. Easily accessible filling system maintained (electronically and manually).
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