Key details

Job Highlight

Requirements

Experience

One (1) to two (2) years relevant experience in administration.

Knowledge

• KNOWLEDGE: Microsoft Office suite
• especially Word
• PowerPoint and Excel. Knowledge of procedures related to information and records management. Basic knowledge of finance and supply chain management. Virtual meetings (organise
• host
• record
• transcript). Meetings management (scheduling
• agenda setting
• recording
• minute taking). Public service legislation
• policies
• prescripts and procedures. Office administration and secretarial support procedures. Records and documents. management. Practices. Understanding of transformation and change initiatives in the public sector. Basic financial and supply chain management processes. Batho Pele principles.

Skills

SKILLS: Good oral and written communication skills.

Good interpersonal skills.

Basic project management skills.

Problem-solving and analysis.

Elementary research skills.

Basic analytical skills.

Ability to interpret policies and directives.

Competencies

COMPETENCIES: Plan, organise, and implement plans and policies for services and products using goal setting, objectives, and targets, as well as creating work schedules and work plans with associated budgets and resources.

Apply technology and innovation to enhance productivity, efficiency, responsiveness and the quality of service provided.

Monitor expenditure through responsible implementation of policies and SOPs to achieve efficiency and effectiveness.

Solve problems by analysing situations and applying critical thinking to resolve issues, decide on courses of action, and implement the solutions developed to overcome difficulties and constraints.

Adapt diverse cultural practices, customs, values and norms of individuals and groups to meet equity requirements and contribute to transforming the work unit and department.

Manage interpersonal conflict and resolve problems practically and constructively to achieve results, solve service delivery difficulties, and gain acceptance to plans, policy implementation and proposals.

Develop contacts and build and maintain a network of professional relations to keep abreast of developments in the area of work.

Collect data and information, analyse and translate information into knowledge for planning, decision making or management reporting.

Personal Attributes

PERSONAL ATTRIBUTES: Participate in professional development growth activities for maintaining professional knowledge and staying current with practices and trends.

Ability to multi-task and organise, prioritise and follow multiple projects and tasks through to completion with attention to detail.

Ability to work independently while contributing to a team environment.

Commitment to quality and continuous learning.

Professional behaviour and sound judgement.

Ability to establish and maintain effective working relationships with management, employees, stakeholders and the public.

Integrity and honesty; detail-oriented; creative and innovative; ability to work under pressure.

Duties

The incumbent will be responsible for the following Key Results Areas: Schedule, coordinate meetings, draft agendas and take accurate minutes.

Maintain updated records of programme activities, database and files (manual and electronic).

Assist with correspondence, printing, photocopying and documentation.

Maintain a tracking system for follow-up actions and deliverables.

Ensure proper filing of 49 reports, memos, and programme documentation.

Compile and coordinate logistical arrangements for workshops, outreach programs and awareness raising campaigns/interventions.

Assist with communicating programme schedules to internal and external stakeholders.

Track attendance, compile and facilitate participation registers.

Prepare checklists/action lists for materials and venue/ programme readiness.

Support with capturing action items from programme sessions and events.

Contribute to the mainstreaming and management of WYPD and Change Management related programmes in line with policies, programmes, projects and activities.

Maintain a consolidated reporting register for programme- related submissions.

Ensure accurate data entry and storage of compliance documents and database.

Contribute in preparation and formatting of internal and external reports and presentations.

Archive WYPD and change management documents systematically.

Retrieve information efficiently when required for audits or monitoring.

Initiate requisitions and make follow ups for goods and services in accordance with SCM processes.

Capture and track invoices and submit documents for payment processing.

Maintain an asset register of items procured for programme delivery.

Liaise with SCM and Finance units on procurement-related queries.

Assist in preparing basic cost estimates and supporting documentation.

Compile invitation lists and distribute communication for key events.

Coordinate travel and accommodation arrangements for events and meetings.

Ensure event materials/outreach interventions (reports and promotional items) are prepared.

Support implementation of departmental outreach initiatives.

Coordinate RSVPs and provide logistical feedback to the organising team.

How to apply

Tip: Many government posts require a completed Z83 form. Download it above and follow the guide.