Administration Officer: Registry

Overview

Administration Officer needed at the Cape Town Regional Office to supervise registry counter services, manage correspondence, and capture invoices on financial systems.

Requirements

• A minimum of tertiary qualification (NQF level 6/National Diploma) in Public Administration/ Public Management or Business Management.
• A candidate must have knowledge and experience of working in financial systems (Reapatala, Archibus) and relevant years of working experience in Record Management environmental and a valid driver’s license.
• Knowledge of Pertinent Policies: Electronic document and Records Management Systems (EDRMS), National Archives and Records Service of South Africa Act (NARSA), PFMA;
• National Treasury Regulations, Knowledge of Minimum Information Security Standards (MISS) Act;
• Public Finance Management Act;
• Mailing procedures;
• Procurement processes and procedures;
• Inventory systems;
• Records Management: Human Resources policies.
• Competencies: Effective communication;
• Report writing;
• Basic numeracy;
• Computer literacy;
• Analytical thinking;
• Interpersonal relations;
• Client liaison;
• General office administrative and organizational skills, Knowledge and ability to distinguish the procurement files (Tenders and Quotations documents).
• Personal Attributes: Ability to work under pressure;
• People oriented;
• Hard working;. Assertive;
• Ability to communicate at all levels.

Duties

• Provide supervisory and administration support for registry counter services.
• Ensure all invoices received are captured on Reapatala system.
• Ensure the proper handling of incoming and outgoing correspondences.
• Attend to clients’ queries.
• Provide weekly/ monthly statics and report on the capturing of invoices.
• Distribute notices on registry issues.
• Facilitates request for bulk photocopying as required.
• Administer an effective filing system according to record classification.
• Continuously monitor and assess the records management system to ensure compliance with applicable guidelines and prescripts.
• Ensure payment of Post Office private bag account.
• Facilitates and supervise registration and dispatching of mail, and ensure confidential mail is delivered unopened.
• Ensure that unclaimed of undeliverable letters are returned to the post office.
• Provide general administration, supervisory functions and performance evaluation of staff.
• Allocate duties and perform quality controls.
• Provide leadership to subordinates with regard to all aspects of work.
• Facilitate training and development of subordinates.
• Perform any other duties as per the requirements of the Unit.

How to apply

For Cape Town: Email to: RecruitCPT26-66@dpw.gov.za

Enquiries: Ms P Bambela Tel No: (021) 402 2193

Notes

Applications must be submitted on the prescribed Z83 application form (obtainable from any Public Service Department or on the DPSA website link: https:/www.dpsa.gov.za/newsroom/psvc/, which must be signed, initialled and dated by the applicant, and must be accompanied by a detailed curriculum vitae (CV) only. Candidates are not required to submit certified copies of qualifications and related documents on application. Only shortlisted candidates will be required to submit certified copies of qualification and other related documents on or before the date of interview, which should not be older than six months. Should an application be submitted using incorrect/old Z83 application form, such an application will be disqualified. Further take note of the following on completion of Z83 application form: PART A and PART B must be fully completed. PART C - PART G: Noting that there is a limited space provided applicants may refer to CV or indicate. This will be acceptable as long as the CV has been attached and provides the required information. Page 1 of the Z83 application form must be initialled and page 2 signed and dated by the applicant. Failure to comply with the above instructions may result in an application being disqualified. Applicants applying for more than one advertised post must submit separate Z83 application forms and CVs in respect to each post being applied for. Should an application be received where an applicant has applied for more than one posts on the same Z83 application form, the applicant will be considered for the first post indicated on the Z83 application form only. Applications will be received via post/courier services, hand deliveries or email. Late applications will not be considered. Regulation 57 (c) and 67 (9) of the Public Service Regulations 2016, as amended, requires the executive authority to ensure that he or she is fully satisfied of the claims being made and the finalisation of Personnel Suitability Checks in order to verify claims and check the candidate for purpose of being fit and proper for employment, respectively. Shortlisted candidates must be willing to undergo normal vetting and verification processes. NOTE: It is the responsibility of all applicants to ensure that foreign qualifications are evaluated by SAQA. Due to large volume of responses anticipated, receipt of applications will not be acknowledged, and correspondence will be limited to shortlisted candidates only. Should you not have heard from us within three months from the closing date, please regard your application as unsuccessful. Entry level requirements for SMS posts: in terms of the Directive on Human Resource Management and Development on Public Service Professionalisation Volume 1 a requirement for appointment into SMS posts is the successful completion of the Senior Management Pre-Entry programme as endorsed by the National School of Governance (NSG). The course is available at the NSG under the name Certificate for entry into SMS and the full details can be obtained by following the below link: https: www.thensg.gov.za/training –course /sms-pre-entry programme/.All shortlisted candidates, including the 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. NOTE: For emailed applications, please submit A Single PDF document or One Attachment per application to the email address designated on the specific position. Kindly Note That The Emailed Applications And Attachments Should Not Exceed 15MB. It remains the candidate’s responsibility to ensure that their application is successfully submitted using the required single pdf document. OTHER POSTS