Deputy Director: Manager in the Office of the Chairman

SUMMARY:
Deputy Director: Manager in the Office of the Chairman

POSITION INFO:

Job Purpose

The incumbent will report to the CEO of and will support the Office of the Chairperson, to maintain the operational efficiency of the Office of the Chairperson, including office management and staff supervision. The Deputy Director will be responsible for the overall functioning of the Office of the Chairperson, charged ensuring that the daily operations of the office are executed effectively.

Key Performance Areas

Office Management

• Support the Office of the Chairperson in planning, implementing, reporting and tracking the performance of the office in relation to operationalising the institutional strategy and planned performance measures
• Monitor compliance with institutional policies and procedures
• Manage risk within the Office of the Chairperson, including devising mitigation measures
• Support the implementation of strategies to facilitate the optimal performance of the Office of the Chairperson
• Work with other Teams in the organisation to ensure that the Office of the Chairperson is optimally supported in executing its functions
• Manage the performance outputs of the Office of the Chairperson and helping to implement organisation-wide goal setting

Office Coordination

• Coordination of the work of the Office of the Chairperson, including preparation of periodic calendar schedules, concept documents, periodic report writing, as well as coordinating Commissioners’ planned activities
• Conduct research to support the work of Commissioners where required
• Facilitate the functionality of information and knowledge management and record-keeping in the Office of the Chairperson
• Support compliance by the Office of the Chairperson and Commissioners, with the organisational regulatory environment
• Support a culture of operational efficiency in the Office of the Chairperson
• Coordinate the convening of the organisation’s Plenary and Sub-Committees, with relevant support staff

Stakeholder Management

• Participate in the identification of stakeholders of the Office of the Chairperson, building stakeholder relations and nurturing collaborative trust with internal and external stakeholders
• Support mutual working relations for Commissioners, Management and Staff
• Participate in the engagement of like-minded human rights institutions in support of the
• Coordinate stakeholder engagements in the Office of the Chairperson
• Manage stakeholder relations and collaboration for the Office of the Chairperson
• Maintain a stakeholder database for the Office of the Chairperson

Office Administration

• Manage and oversee all operations in the Office of the Chairperson
• Design and implement standard operating procedures for the Office of the Chairperson
• Supervise the work of Personal Assistants
• Performance management of Personal Assistants
• Quality assurance of minutes, agendas and other documentation of the organisation’s Plenary and Sub-Committee meetings
• Ensuring that the Office of the Chairperson is adequately resources with all administration material

Information Management

• Manage the dissemination of information from the Office of the Chairperson to the organisation
• Support the Office of the Chairperson in adherence to principles of ethical conduct, transparency, fairness, equity and living internal values, as well as adherence to the internal code of conduct and ethics, in relation to information management
• Support the promotion of confidentiality in relation to privileged information in the Office of the Chairperson
• Manage administration systems in the Office of the Chairperson
• Facilitate effective communication from the Office of the Chairperson to the institution

Requirements

Qualifications

• A Degree in social sciences, public administration, management or related studies
• Additional qualifications in public administration, management and related fields will be an added advantage

Experience, knowledge & skills

• At least 5 years of experience at middle management level
• Project management and analytical skills
• Basic financial management skills
• Information and Knowledge management
• People management and empowerment
• Stakeholder management
• Change management
• Persuasive communication skills and the ability to work across hierarchies, with diverse levels of authority and stakeholders
• Service delivery innovation, honesty and integrity, client orientation and customer focus
• Adaptability and resilience, ability to manage deadlines and pressure
• Able to effectively use technology including Microsoft applications

The successful candidate must:

• Have communication and interpersonal skills
• Be sincere, honest and have the ability to safeguard confidential information
• Be hardworking and willing to go beyond the call of duty
• Be a team player who inspires and promotes excellence
• Have excellent management acumen
• Be self-driven, results-oriented and must have an exceptional work ethic and practical to a tee
• Be a leader who leads by example, a manager and an organiser
• Have innovative approaches and strategies for business improvement
• Have a good command of language and confidence

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