CENTRE : Pretoria
Office of The General Manager: Manufacturing and Engineering Ref No: GPW 25/31
Office of The General Manager: Operations Management Ref No: GPW 25/32
Office of The General Manager: Corporate Services Ref No: GPW 25/33
REQUIREMENTS :
Appropriate 3-year National Diploma/Degree (NQF Level 6/7) in Public Administration/ Business or Office Administration/ Office Management and Technology.
3 years' experience in business/ office administration at an Assistant Director level. Have a demonstrated experience and ability to provide office management service at a Senior Manager. Ability to communicate with all levels of management.
Have extensive knowledge and understanding of public service policies and procedures.
DUTIES :
Provide effective and efficient administrative support and maintain the office of the General Manager. Maintain procedures and systems, including a filing system in the Office that will ensure efficiency and updated records. Safe keep all documentation including confidential and sensitive information in the office of the GM and shred confidential and sensitive information as and when required.
Execute basic research, analyze information, and compile documents for the GM. Compile presentations and speeches for the GM. Address employees' queries regarding office management aspects (e.g. stationary, equipment and travel arrangements). Prepare submissions, presentations, reports and other related documentations.
Develop, implement and maintain a document registration and tracking system (e.g. register all incoming and outgoing documents). Provide an overview of priorities that require attention. Conduct quality assurance and control of all submissions and related documents in the branch for the attention of General Manager. Support the branch on policies and procedures application and assist in monitoring and implementation of executive management decisions. Consolidate, oversee and analyse the Branch's budget to ensure delivery in terms of key strategic objectives.
Manage petty cash. Keep record of expenditure. Safe keeping of invoices for office administrative-related costs such as office supplies, equipment, kitchen supplies, etc. Complete forms and ensure the processing of all claims and invoices within the office of the General Manager. Monitor office supplies inventory, review and approve orders. Manage and consolidate Branch inputs/reports, follow-up on decisions, agreements/commitments and manage documents.
Record, update and maintain registers of projects, submissions, queries, etc. that need to be addressed and follow up thereon ensuring timeous and correct responses. Draft responses for submission to internal and external stakeholders. Record comments and required actions as well as making following ups. Compile the agenda of meetings chaired by the GM and ensure circulation of accompanying memoranda.
Record minutes/resolutions and communicate/disseminate to relevant role-players, follow-up on progress made, prepare briefing notes as well as other documentation. Present final minutes for confirmation and approval. Identify role players and organise interactions between the Branch, Chief Directors, and other Branches.
Ensure that all stakeholders are reminded of important meetings timeously. Participate in various staff committees. Conduct meetings to review workload and expectations to ensure the accomplishment of objectives. Liaise with GPW Support directorates in terms of the new/ updated and application of government policies and procedures when required. Coordinate with IT on all IT related equipment.
Coordinate divisional training, meetings, and travel arrangements if necessary. Scrutinise submissions/ reports and make recommendations to the Branch. Check if the correct utilisation of the templates and standardised format for submission, letters and memorandums. Scrutinize submissions/memoranda to determine actions/information/documents required and make notes for the GM if necessary. Scrutinize, re-route, and answer incoming correspondence (mails, e-mails, calls etc) if required, in a professionally manner and within the required timeframe. Manage and implement effective secretariat support services. Manage the GM's diary and coordinate meetings between him/her and other stakeholders.
Keep the GM informed of appointments in advance, ensure that applicable documents/information are available to her/him timeously. Ensure that adequate travel and accommodation arrangements for business trips are made for the GM as and when required. Screening of visitors and the scheduling of meetings and other appointments. Ensuring the booking of venues for meetings etc. that appropriate arrangements are made for the serving of refreshments if required. Liaise with various stakeholders (intra and inter departmental).
Serve as a liaison officer between the General Manager and other stakeholders. Co-ordinate the compilation of the Branch APP, strategic Plan and Quarterly Performance Reports.
