Job Description

REQUIREMENTS:

Applicants must be in possession of a Grade 12 Certificate and a National Diploma or

Degree in office administration/ Management will be an added advantage. No work

experience required, Exposure in the field will be an added advantage. Knowledge of

relevant legislation, prescripts, policies and procedures, Basic knowledge of financial

Management. Job Related Knowledge: legislation, prescripts, policies and

procedures, Basic knowledge of financial Management. Job related skills: Computer

literacy. Communication skills (verbal and written). Organising skills. Record

management of documents. Good interpersonal skills.

Duties:

PROVIDES A SECRETARIAL / RECEPTIONIST SUPPORT SERVICE TO THE

MANAGER

Provide a meeting support service to the unit which includes but is not limited to:

Annual meeting schedules, Invitations, Attendance Register, etc.

Venue arrangements (includes refreshments).

Drafting and circulating Agenda items

Consolidating and circulating meeting packs (hardcopy or electronic)

Taking minutes and circulating the minutes for input and approval.

Provide an administrative support service to the department.

Manage document flow (includes Incoming and Outgoing registers, document

tracking, etc).

Manage the diary of the Director.

Receive telephonic calls, messages, visitors and direct to relevant role players

and provide relevant information as required.

Operate office equipment such a fax machines and photocopiers.

Provide logistical support and financial support services to the unit

Procurement of goods and services (includes venue and catering for meetings,

workshops and strategic planning sessions).

Collects and coordinates all documents that relate to the Manager's budget.

Assists Manager in determining funding requirements for purposes of MTEF

submissions.

Keeps Records for expenditure commitments, monitors expenditure and alerts

manager of possible over and under spending.

Checks and correlates BAS reports to ensure that expenditure is allocated

correctly. Identifies the need to move funds between items, consults with the Manager and

compiles draft memos for this purpose.

Compares the MTEF allocation with the requested budget and informs the

manager of changes.

Submit monthly budget inputs and expenditure statements as per PFMA

requirements for the unit.

Information Management

Consolidate weekly, monthly and quarterly reports for business units.

Collect and coordinate submission of leave forms to HR for business units.

Scan, copy and file documents in line with the Department's approved file plan

and system (SharePoint)

Database Management (Capturing).

Receive and register hand delivered mail/files