Assistant Director: Office Manager

Overview

An Assistant Director: Office Manager is sought to provide executive and administrative support in the office of the Principal at the Central Office in King William's Town.

Requirements

• An appropriate Bachelors’ Degree / National Diploma in Office Management and Technology / Public Management / Business Management or related qualification recognized by SAQA.
• A minimum of three (3) to five (5) years’ supervisory experience in the relevant field is required.
• Three (3) to five (5) years in strategic planning and administration environment.
• A valid drivers’ licence.
• Knowledge of Public Service legislation and policies.
• Knowledge of PSET.
• Knowledge and understanding of the CET Act.
• Understanding of the Higher Education Sector.
• Understanding of corporate governance.
• Understanding Cost centre budgetary, expenditure and cash flow management.
• Employment Equity Act, Public Services Regulations and Public Services Act, Labour Relations Act and any other related legislation.
• Sound Computer Skills in MS Office (intermediate levels).
• Self- motivated.
• Good organizing, planning, problem solving skills.
• Planning and organizing.
• Financial management.
• Report writing.
• Communication and interpersonal skills.
• Problem solving.
• Computer literacy. Analytical.
• Client oriented.

Duties

• Render administrative/executive support services in the office of the Principal.
• Oversee the development, implementation and monitoring of policies.
• Establish office procedures and operating systems.
• Render administrative/executive support services in the office of the Principal including effective and efficient management of the college and management of workflow in the office of the Principal.
• Conduct research and provide expert administrative advice to the Principal and other officials in the college.
• Draft letters, memorandums and submissions.
• Ensure that approved minutes are signed off and safely kept.
• Prepare all presentations, speeches, addresses, report of the college and council committee meetings.
• Oversee and maintain logistics within the office of the Principal including arrangement of meeting and training interventions.
• Oversee and monitor the budget in the office of the Principal.
• Assist in ensuring effective and efficient administration and management of operations in the Principal’s office, Manage the risk register of the Principal’s office and champion risk management function.
• Maintain office budget and database of its expenditure.
• Attend to transactional processing sequence against allocated budget of expenditure incurred, claims and deductions collating and forwarding reconciled amount for further processing.
• Ensure payment are authorized are underpinned by sound documentary support.
• Provide secretariat support to Senior Management and other external stakeholders.
• Maintain the calendar plan for scheduling and fixing meetings and communicate with all members of the above structures.
• Provide technical support during meetings, proceedings and activities of the above structures.
• Distribution of relevant documents for meetings of above structures.
• Keeping a register of resolutions and supporting all relevant Council Members/Managers/Officials through continuous correspondence to remind them of what needs to be done.
• Provide strategic management, monitoring, and evaluation services.
• Oversee and coordinate strategic, annual, and operational planning within the Office of the Principal, including the consolidation of college plans, reports, and performance information to support effective governance and institutional performance.
• Coordinate, monitor, and manage the Audit Action Implementation Plan to ensure timely resolution of audit findings, compliance with internal controls, and effective risk management.

How to apply

Please hand-deliver or courier your applications to the reception area quoting the relevant reference number addressed to the Acting Principal, Lovedale TVET College, Corporate Office, 1 Amatola Row, Qonce, 5600. Email Address: vacancies@lovedale.org.za

Enquiries: Ms P Xamesi / Ms N Mjonono / Ms U Ncethelo / Ms S Jali at 087 238 2223

Notes

All applications must be accompanied by a signed and fully completed NEW Z83 form obtainable from any public service Department or DPSA website, a comprehensive CV including at least three contactable references. Foreign qualifications must be accompanied by a SAQA evaluation report. Successful candidates will be subjected to a vetting and financial disclosure process (criminal record, citizenship, qualification verification and employment verification). Lovedale TVET College is an equal opportunities employer and reserves the right not to fill the posts. People living with disability are encouraged to apply. If you have not been contacted within six months after closing date, please consider your application as unsuccessful. NB Please ensure that the Z83 form is completed in full. Incomplete Z83 will be disqualified. The college reserves the right to withdraw the posts at any time. Communication will only be entered into with the shortlisted and successful candidates. All shortlisted candidates may be subjected to personnel suitability checks (criminal records, citizenship, and qualification verification). The suitable candidates will be required to annually disclose their financial interests and declare any conflict or perceived conflict of interest. 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 generic requirements, and the other must be an integrity (ethical conduct) assessment.