Key details

Job Highlight

Requirements

Knowledge

Knowledge of Treasury legislation, specifically the MFMA and PFMA, and regulations and GTAC policies pertaining to public service projects management and reporting.

Information Management: The ability to gather, prepare, house and share the organisationally relevant information produced or found through work in a manner that creates easy access and understanding, and that informs and educates the reader regarding the subject.

Administrative Operations: Knowledge, capabilities and practices associated with the support of administrative and management activities to facilitate organisational and mission goals and objectives.

This competency requires knowledge of the appropriate rules, regulations, processes and associated systems within various enabling functions which may include human resources management, resource management, employee support services, documentation, procurement and financial management.

Competencies required: Client Service Orientation: implies helping or serving others, to meet their needs.

It means focussing on discovering those needs, figuring out how 64 to best meet them as well as putting into practice the Batho Pele spirit.

The term “clients” refers to both internal and external clients.

Effective Communication: Ability to transmit and receive information clearly and communicate effectively to others by considering their points of view in order to respond appropriately.

This may involve listening, interpreting, formulating and delivering: verbal, non-verbal, written, and/or electronic messages.

It includes the ability to convey ideas and information in a way that brings understanding to the target audience.

Duties

To provide project administrative and coordination support to MFIP Project Managers and Technical Advisors. MFIP Projects Establishment Support: Assist with the preparation and administration of project Memorandum of Understanding (MOU’s) letters.

Assist with the lodging and registration of MFIP projects on the GTAC project register including the capturing of project details, project number and budget codes.

Set up project document libraries for the recording and/or uploading and filing and maintenance of project agreements and contracts information and documentation including: project charter and client MoA.

Project approvals, and joint authority and decision-making arrangements, project member roles, functions, accountabilities and responsibilities. project schedule, deliverables and timelines, and measurement criteria, project risk management plans and any risk mitigation actions and/or project adjustments and project reports.

Update, maintain and circulate project contact lists as required. MFIP Projects Governance Administration: Disseminate MFIP project management guidelines templates, methods, practices and approaches as requested.

Monitor and report on compliance to report governance standards and controls.

Implement and maintain version control procedures on all project reports and documentation.

Conduct and report on quality checks of project document filing plan and tracking system data.

Assist with the preparation and supply of project documents for auditing purposes, MFIP projects meetings, travel and correspondence administration: Provide secretarial and administrative support to project meetings and workshops including: drafting agendas, distributing and confirming invitations, collecting and circulating meeting packs, booking venues and organising equipment and catering as required, taking, distributing and filing minutes.

Organise and administer project-related travel arrangements and requirements (local and international).

Assist LTAs with the compilation, filing, faxing, copying and binding of documents as requested including, inter alia, tender dossiers, work plans, slide presentations and spread sheets.

Assist with the drafting of submissions and preparation of project information and documents as requested.

Acknowledge receipt, circulate and administer project correspondence including letters of request.

Assist with the obtaining processing and sign-offs of project submissions and documents.

Disseminate project information on behalf of project managers, ensuring that all project team members are informed of all project developments. MFIP Projects Information Management and Reporting: Administer the project Tracking System including the registration of projects and financial information and updating of progress.

Collect, compile, process and file project progress reports and documentation and related information.

Check, record and compile project performance and compliance reports.

Provide project statistics for management and technical meetings.

Submit project reports and learnings to MFIP Knowledge Management. MFIP LTA Contracts administration: Facilitate receipt of LTA time sheets and invoices and administer the checking, verification and submission thereof for payment.

Assist with the preparation of statistics from LTA time sheets and monthly reports for project meetings.

Assist with the resolution of LTA contractual issues.

Administer the LTA contracts database including filing, tracking, maintenance and updating of contracts as required.

Client Liaison: Interface with client departments as first level support, ensure clients’ needs are addressed.

Document client information for tracking purposes. MFIP LTA panel and contracts administration: Assist with the maintenance and refreshment of the MFIP technical advisor panel.

How to apply

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

Notes

Applications must be submitted online at https://erecruitment.dha.gov.za sent to the correct address specified at the bottom of the posts, on or before the closing date, accompanied by a fully completed Application for Employment Form (New Z83, effective from 1 January 2021), obtainable at www.dpsa.gov.za, citing the correct post number and job title, and a comprehensive CV (citing the start and end date dd/mm/yy), job title, duties performed and exit reason for each employment period to be considered, as well as the details of at least two contactable employment references (as recent as possible), regardless of online or manual submission.

All shortlisted candidates, including SMS, shall undertake two pre-entry assessments.

One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment.

Shortlisted candidates will also be required to submit a copy of their ID document, a valid driver’s license (if specified as a job requirement), relevant educational qualifications / RPL certificates / Academic Transcripts of completed qualifications, and Acting letters as directed.

Furthermore, applicants who possess (a) foreign qualification(s), are required to submit the evaluated results of such qualifications, as received from the South African Qualifications Authority (SAQA); will be subjected to an interview, various relevant tests and assessments, and employment suitability checks (credit, criminal, citizenship, qualifications, and employment references including verification of exit reasons, and conducting business with State).

In order to be considered for appointment into Senior Management (SMS) posts, applicants potentially considered suitable are required to complete the online “Pre-entry Certificate for entry into the Senior Management Services” course; obtainable at the National School of Government (NSG), under the name “Certificate for entry into the SMS”.

Full details can be obtained via the following link: https://www.thensg.gov.za/training-course/sms-pre-entry- programme/.Once appointed, serving of a prescribed probation period, and obtaining of a security clearance appropriate to the post, will be required.

Correspondence between the Department and candidates will be limited to shortlisted candidates, only. MANAGEMENT ECHELON