Administrative Support Officer

Oorsig

Administrative Support Officer at Department of the Premier, Western Cape, managing documents, records, and stakeholder liaison.

Vereistes

• An appropriate qualification at NQF level 6 as recognised by SAQA;
• A minimum of 1-2 years relevant administrative experience.
• Competencies: Knowledge: Proven knowledge of general office administration processes;
• Proven knowledge of database and information management processes;
• Proven knowledge of project administration processes;
• Proven knowledge of record-keeping legislation, regulations, policies, prescripts and processes;
• Proven knowledge of people management prescripts, policies and processes;
• Proven knowledge of Supply Chain Management;
• Computer Literacy skills;
• Language skills;
• Accounting, Finance and Audit.

Pligte

• Drafting of documents, correspondence and Liaison: Draft submissions, reports, and correspondence for the component, as required;
• Liaise with relevant stakeholders on matters pertaining to the line function, as required;
• Provide advice and guidance on the layout and quality of official documents for the component.
• Administrative processes: Actively participate in and provide inputs into the development, enhancement and implementation of administrative processes to improve the effectiveness and efficiency of the component's functioning;
• Guide, advise, and build the capacity of relevant stakeholders in adhering to new and improved administrative processes;
• Track deadlines and due dates, and issue timely reminders to relevant stakeholders of tasks/feedback/information that is required in terms of the line function.
• Project administration / regulatory administration: Render administrative support in respect of projects, including;
• Financial administration (budgets, expenditure monitoring, procurement, record-keeping/contract management, and reporting);
• Logistics and secretariat (scheduling of project meetings, agendas, venues, catering, minute-taking);
• Record-keeping and project activity tracking;
• Stakeholder engagement, correspondence and liaison.
• Record-keeping: Ensure that full and proper records are kept of the component's activities, including;
• Maintenance of registers;
• Scanning and filing of documents (hard copies and electronic records, as required);
• Adherence to the approved file plan of the department;
• Liaison with Registry to retrieve and return files.
• People management administration: Maintain and continuously update people management-related registers;
• Provide administrative support for people management processes, such as recruitment and selection, performance management, leave tracking, etc;
• Deal with queries and provide advice on general people management prescripts and processes.
• Render administrative support in relation to databases and information management: Enter information and data into systems and databases accurately;
• Perform searches on databases;
• Compile reports based on data and information as required;
• Verify the correctness of data, statistics, and information;
• Perform regular checks to ensure the ongoing integrity of data on systems and databases.
• Provide logistics and secretariat services to the component: Arrange strategic/operational planning sessions, meetings, workshops, and other events, as required, including: Travel and accommodation logistics;
• Venues and catering;
• Drafting submissions to get the required approvals; and Provide guidance and support to relevant stakeholders in terms of Subsistence and Travel (S&T) claims;
• Draft and distribute agendas;
• Send out appointments and follow up on attendees;
• Attend meetings, take minutes (may be verbatim), and distribute them to relevant stakeholders;
• Monitor upcoming events and report-back imperatives;
• Represent the component at meetings, as required.
• Render financial administration support the component: Prepare information for the Medium Term Expenditure Framework (MTEF) budgeting process;
• Collate and capture financial information on monthly reporting templates;
• Complete procurement and other financial forms according to the Supply Chain Management (SCM) system requirements;
• Provide SCM support to the various Bid Committees, as required;
• Submit urgent, emergency, impractical and unplanned requisitions that are not on the procurement plan;
• Provide record-keeping and information management in respect of contracts;
• Verify that goods received are in line with orders in terms of quality and quantity;
• Prepare and submit petty cash requisitions;
• Perform asset control functions for the component and update the asset register;
• Provide support to relevant stakeholder in reporting losses and damages to Internal Control.

Hoe om aan te sollisiteer

Only applications submitted online will be accepted. To apply submit your application online only: via http://www.westerncape.gov.za/jobs or https://westerncapegov.erecruit.co

Navrae: Ms. S Roberts - Sarah.Roberts@westerncape.gov.za

Notas

Shortlisted candidates will be required to attend interviews on a date and time determined by the department and submit documentation for verification purposes and criminal record vetting. All shortlisted candidates 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. The selection process will be guided by the EE targets of the employing department. By applying for this position, you are consenting to the Western Cape Government contacting your previous employers/managers for an employment reference. Reference checks will include enquiries relating to your disciplinary records and reasons for leaving. Should you experience difficulties with your online application, technical support is available from Monday to Friday from 08:00 to 16.00. Contact the helpline at 086 137 0214. For all other queries relating to the position, kindly contact the enquiries person as indicated in the advert. Please ensure that you submit your application before the closing date as no late applications will be considered. OTHER POSTS