Office Manager

Overview

Office Manager at Department of Home Affairs managing documents, reports and branch administration.

Requirements

• An undergraduate qualification in Administration Management, Office Management and Technology or Business Management at NQF level 6 as recognized by SAQA.
• A minimum of 3 years’ experience at the Assistant Director / Junior Management level in an office management / administration environment is required.
• Knowledge of Office Administration and Support.
• Knowledge of the Departmental Legislation and Prescripts.
• Knowledge of the Public Service Regulatory Framework.
• Knowledge of document management.
• Knowledge of Human Resource Regulatory Framework.
• A valid drivers’ license is an added advantage.
• Willingness to travel and work extended hours.
• Ability to communicate with all levels of management.
• Required skills and competencies: Capability and leadership.
• Capability and leadership. Accountability.
• People management and empowerment.
• Expenditure Management.
• Business Continuity.
• Document management.
• Presentation Skills.
• Report writing skills.
• Organising skills.
• Communication skills (written and verbal).
• Client orientation and customer focus.
• Office management and administration.
• Minute taking.
• Telephone etiquette.
• Computer literacy skill.
• Patriotic, Honesty, Integrity and Accountability.

Duties

• The successful candidate will be responsible for, amongst others, the following specific tasks: Manage all documents and filling systems in the office of the Deputy Director- General.
• Deliver reports and presentations regarding finances and work related aspects.
• Manage and consolidate the branch’s strategic planning documents and reporting (quarterly reports and operational plans).
• Brief the DDG: HR with regards to engagement and provide relevant documentation.
• Study correspondence, submissions, reports and highlight key aspects.
• Scrutinize submissions/ reports and make notes and/ or recommendations.
• Execute research, analyses of information and compile complex documents.
• Ensure that submissions are recorded, actioned and proof read on daily basis.
• Obtain inputs from Chief Directors, collate and compile reports e.g.
• Progress reports, Monthly reports, Quarterly reports and;
• Annual reports on performance management, budget planning and strategic planning.
• Establish and maintain effective document management system.
• Monitor and maintain the budget in the office of the Deputy Director- General.
• Coordinate and provide advice to the Deputy Director- General on strategic issues.
• Manage all administrative matters in the office of the Deputy Director- General.
• Ensure effective and efficient management of human, physical and financial resources within the Unit.
• Coach and guide staff on best practices and compliance with regulatory requirements.

How to apply

Applications compliant with the “Directions to Applicants” above, must be submitted online at https://erecruitment.dha.gov.za or imsrecruitment@dha.gov.za

Enquiries: Head Office: Mr W Mampoke Tel No: (012) 406 4247

Notes

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. Where a valid Driver's License and a Professional Driving Permit (PDP) is a requirement, this must be indicated on the CV. 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). 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. The DHA complies with the Protection of Personal Information Act, 2013 (Act No. 4 of 2013). Applicants’ personal information will be used for recruitment purposes, retained where required for audit, and safeguarded against unauthorised disclosure, except where legally required. Submission of an application constitutes consent to such processing. OTHER POSTS