Office Coordinator in the office of the Chief Director PRETORIA

Office Coordinator in the office of the Chief Director

PRETORIA

R224 600pa

12-month fixed term contract

Purpose of the post

To provide effective administrative and coordination support to the Office of the Chief Director.

Key result areas

Office Administration and Coordination

• Provide day-to-day administrative support to the Office of the Chief Director.
• Maintain the diary and schedule of the Chief Director and coordinate appointments and meetings.
• Receive, record, distribute and file correspondence and documents.
• Maintain office supplies, stationery and other administrative requirements.

Meeting and Engagement Support

• Make arrangements for meetings, seminars, workshops and other engagements of the Office.
• Prepare and distribute meeting invitations, agendas and supporting documents.
• Take minutes and record decisions and action items during meetings, where required.
• Follow up on outstanding administrative action items from meetings.

Logistical and Operational Support

• Coordinate logistical arrangements for official meetings, workshops and events.
• Process travel and accommodation arrangements for the Chief Director and authorised officials.
• Assist with arrangements for visitors and stakeholders attending meetings with the Office.
• Provide administrative support for departmental activities and special assignments.

Administrative Compliance and Resource Management

• Process routine administrative and procurement-related requests for the Office.
• Maintain records of office equipment, assets, stationery and other resources.
• Monitor routine office expenditure and supporting documentation.
• Apply departmental policies, procedures and prescripts in performing administrative duties.

Budget Administration Support

• Monitor expenditure for the Chief Directorate.
• Collect and coordinate all the documents that relate to the manager's budget.
• Assist the manager in determining funding requirements for purposes of MTEF submissions.
• Keep record of expenditure commitments and monitor that expenditure is allocated correctly.
• Check and correlate BAS reports to ensure that expenditure is allocated correctly.
• Identify the need to move funds between items, consult with the Chief Director and compile draft memos for this purpose.
• Compare the MTEF allocation with the requested budget and inform the Chief Director of changes.

Project Administration Support

• Develop and maintain a database on Chief Director projects.
• Coordinate progress updates with relevant components and follow up on outstanding tasks.
• Provide administrative support in the implementation of the TOR.
• Provide advice to the Chief Director on challenges for further interventions.

Competency Requirements

Knowledge

• Basic understanding of departmental policies
• Clear understanding of office administration activities and processes
• Knowledge of the PFMA
• Knowledge of the Public Service Act and Regulations
• Knowledge of applicable directives

Skills

• Computer skills (MS Word, Excel, PowerPoint, internet and email)
• Listening skills
• Report writing skills
• Innovation and creativity
• Communication skills
• Administration skills
• Organising skills
• Customer relation skills

Personal attributes

• Ability to interact with people at different levels
• Ability to gather and analyse information
• Ability to apply policies
• Ability to work under pressure and handle difficult situations
• Interpersonal skills
• Initiative
• Ability to work with and in teams
• Ability to multitask

Minimum qualification and experience requirements

• Any relevant NQF level 5 qualification
• Minimum of 1 year working experience in administration

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