Deputy Director: Administration & Coordination

Overview

Deputy Director responsible for administration, document management, workflow monitoring and parliamentary question coordination in Cape Town.

Requirements

• National Diploma (NQF6) in Public Management/ Office Management or relevant equivalent qualification. 5 years’ experience in Admin or relevant field of which three (3) years should be at an entry/junior managerial level (Assistant Director or equivalent) The incumbent must knowledge of the following; good command of written and oral English and any other official language.
• Strategic coordination/ planning.
• Business planning.
• Report/professional writing.
• Policy development.
• Organisation performance management.
• Risk management.
• Audit procedures.
• Research methodologies and presentation.
• Project management.
• Accessing and operating the computerized post tracking system.
• Formats and routes of documentation throughout the department.
• Quality Control of documents. EDMS.
• The hierarchy and management structure of the department.
• Different specialised fields of the branches and chief directorates expertise and responsibility.
• Policies, legislation and procedures. Administration.
• Public Service and Departmental procedures and prescripts Planning and performance management legislation.
• Skills and attributes;
• Organising skills, Facilitation skills, Communication skills, Computer literacy, Technical writing skills.
• Ability to communicate with ministries, senior management officials and the public in a professional manner.
• Ability to work individually and in a team.
• Good interpersonal relations.
• Ability to work with difficult persons and to resolve conflict.
• Sense of responsibility and loyalty. Objectiveness. Integrity.
• Service orientated. Self-supervision.
• Highly developed sense of honesty.
• Protect the confidentiality of documents.

Duties

• The candidate will be responsible to provide effective document Management.
• Monitor workflows received by the Branch.
• Monitor and follow up on finalization of outstanding DG /Ministerial referrals Coordinate the finalization of Branch Parliamentary Questions.
• Ensure that all documents are quality controlled before submitted to branch administrator.
• Keep an up-to-date record of all decisions taken.
• Schedule branch meetings.
• Provide secretariat services to the branch meeting.
• Provide minutes of the meetings.
• Develop an action list for decisions and monitor implementation.
• Monitor branch expenditure and raise flags with managers.
• Coordinate finalisation of the branch inputs to the Departmental Strategic plan.
• Consolidate CD inputs to develop branch APP.
• Finalise the branch APP within the stipulated timeframe.
• Ensure alignment of CD APP.
• Monitor implementation of branch Business Plan.
• Facilitate the submission of CD verification statements.
• Monitor branch compliance with PMDS.
• Ensure that all CD Performance Agreements are signed and copies filed.
• Support the implementation of the Performance Plans.
• Ensure branch compliance with the security clearance.
• Co-ordinate branch participation in departmental meetings and forums.
• Support the implementation of decisions of departmental meeting.
• Coordinate branch response to requests received.

How to apply

OC15-2026@dffe.gov.za

Enquiries: Ms C Mangcu at (083) 652 5142, E-mail: cmangcu@dffe.gov.za

Notes

Application must be submitted on a New signed Z83 form obtainable from any Public Service Department accompanied by a recent detailed Curriculum Vitae only, to be considered. All attachments for online application must include an application form Z83 and CV only, in PDF and as one (1) document or attachment, indicate the correct job title and the reference number of the post on the subject line of your email. Use the correct email address associated with the post. JPEG (picture/snapshot) application will not be accepted. Shortlisted candidates will be required to submit certified copies of qualifications, Senior Certificate, identity document and driver’s license on or before the day of the interview. It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualification Authority (SAQA). The National Department of Forestry, Fisheries and the Environment is an equal opportunity, affirmative action employer. Preference may be given to appointable applicants from the underrepresented designated groups in terms of the Department’s equity plan. Persons with disabilities are encouraged to apply. Correspondence will be limited to successful candidates only. Short-listed candidates will be subjected to screening and security vetting to determine their suitability for employment, including but not limited to: Criminal records; Citizenship status; Credit worthiness; Previous employment (reference checks); and Qualification verification. Short-listed candidates will be expected to avail themselves at the Department’s convenience. Entry level requirements for SMS posts: In terms of the Directive on Compulsory Capacity Development, Mandatory Training Days & Minimum Entry Requirements for SMS that was introduced on 1 April 2015, a requirement for SMS posts from 1 April 2020 is a successful completion of the Senior Management Pre-Entry Programme as endorsed by the National School of Government (NSG) prior to appointment. 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-entryprogramme/. Furthermore, 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. Following the interview and the technical exercise, the Selection Panel will recommend candidates to attend a generic managerial competency assessment in compliance with the DPSA Directive on the implementation of competency-based assessments. The person appointed to this position will be subjected to a security clearance, the signing of performance agreement and employment contract. The Department reserves the right not to make an appointment. By submitting the employment application form, you agree and consent in terms of Section 11(1) of the Protection of Personal Information Act (POPIA), 2013 (Act 4 of 2013), for your personal information which you provide to the DFFE to being processed by the department and its employees, agents, Cabinet committees, and subcontractors for recruitment purposes, in accordance with the POPIA of 2013. If you have not been contacted within three (3) months after the closing date of the advertisement, please accept that your application was unsuccessful. OTHER POSTS