Assistant Office Tshwane (Pretoria) - South Africa
Kamo Placements CC
Reference: JHB001559-MS-1 Job Title: Assistant Director: Office of the DDG Purpose of the Job: To ensure efficient and effective management and coordination of the DDGs responsibilities. Description of Tasks: Secretarial Support: Plan, organize 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 program to allow for flexibility & to cater for unforeseen eventualities. Negotiate changes of dates and venues with individuals and organizations to optimize the utilization 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. Office Administration and Coordination: 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 Program 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. Logistical and budgetary support: Arrange travelling and accommodation for DDG. All travel arrangements of the DDG are 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 Program against actual spending. Expenditure projections reconciled. Process petty cash requests and related procurements. Petty cash and related procurement approved and processed. Stakeholder liaison and events coordination: 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 Documents and records Management: Manage the document tracking system in the Program. Updated document tracking spreadsheet. Keep records of all documents for the program electronically and manually as required. All records kept in a safe for future use. Monitor and update database of the documents submitted to the program manually / electronically. Monitored and updated database. Experience and Qualifications: Secretarial Diploma or equivalent qualification. Minimum of 3 years' experience in secretarial or administrative functions support to senior management. Annually
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