Manager: Office of the CEO (6 Months Contract)

PURPOSE OF THE JOB:

To provide strategic support services to the CEO and Senior Management team in the execution of the strategic and operational functions of the Authority, The purpose of this position is to be the key contact and coordination point in the Office of the CEO. The position manages information flows, facilitating and coordinating information-sharing between Ministerial staff, Board members, senior management and the broader governance stakeholders of the organisation in addition the position guides the CEO on risk management, stakeholder management and legal and compliance areas.

Manage the office of the CEO:

• Ensure that reports required by the CEO are submitted as required
• Effective documentation flow in the office of the CEO and co-ordination of inputs from other Units and compilation of final reports
• Arrange meetings on behalf of the CEO in line with the Departmental Year Planner or as required CEO accompanied to official organisational functions
• Liaisons with internal and external stakeholders
• Prompt submission of required documents for MEC, Agency Oversight and the Legislature from the CEO
• High level liaison with all offices, including the office of the MEC and the Premier
• Manage and monitor correspondence and responses to, and from the DED, HOD, MEC & the Premier’s office and other high level offices
• Informed and up to date with prescripts, policies, directives and circulars and communicate changes to the CEO accordingly

Intergration of Activities:

• Ensure the seamless integration of the following functions to drive an uninterrupted Value Chain:
• M&E and Business Planning and Reporting
• Stakeholder Relations
• Process Alignment
• Research

Reports for the CEO:

• Ensure compliance with the GDED and Treasury reporting templates
• Implement and monitor the strategic planning of the organisation
• Ensure uniformity in terms of operational/business planning framework in the organisation
• Oversee that the program implementation processes are reviewed and updated; monitor & evaluate reports on key strategic areas
• Appropriately edit documents & reports
• Compile and co-ordinate reports from relevant stakeholders

Facilitate the compilation of Organisational Compliance and other Reports:

• Facilitate business unit and departmental performance review sessions (Quarterly and Annually)
• Facilitate organisation''s Performance Review and Assessment sessions (Quarterly and Annually)
• Coordinate the Quarterly and annual performance report compilation
• Prepare and consolidate Board reports in conjunction with the CEO
• Ensure that progress and other operational reports are accurate, timeous and comply with audit

Screen, monitor & take the necessary action for all of correspondence:

• Appropriately screen and schedule appointments
• Arrange all meetings and briefing sessions
• Attend to all meetings
• Prepare meeting briefing packs
• Follow-up on meeting resolutions and action items

Stakeholder Management:

• Liaise with key stakeholders on behalf of the CEO
• Keep a list of all key strategic stakeholders both at government and industry level
• Update CEO on new stakeholders
• Ensure adherence to Inter-governmental protocols
• Update information on new appointees within government
• Inform the CEO of relevant and accurate information, and ensure that it is disseminated to stakeholders any pending events and publications

• Monitor and control expenses against budgets
• Prepare project reports in terms of PFMA requirements
• Send Supply Chain forms to suppliers and seek quotes in terms of the Act provided
• Manage the leave & absenteeism of senior management

• Ensure that Performance Agreements aligned to overall organisational objectives
• Oversee that staff have regular performance reviews and development discussions
• Make certain that Performance Management practices reflect policy intentions and is experienced in a positive manner

Minimum Qualification Requirements:

• M+3 relevant Degree /Diploma (Public Administration related qualification or Communication qualification will be an added advantage.
• Knowledge of stakeholder management or risk management an advantage

Related Minimum Experience:

• 5 years working experience as General Manager and reporting senior executives
• Experience in Communication and the Public Sector
• Knowledge of PFMA and Public Services Acts & Regulations
• Understanding of Tourism environment