Office Coordinator: Office of the Chief Directors - 12 Months contract

SUMMARY:
To provide effective administrative and coordination support to the Office of the Chief Director.

POSITION INFO:
JOB DESCRIPTION Office Administration and Coordination Provide day-to-day administrative support to the Office of the Chief Director. Maintain the diary and schedule of the Chief Director and coordinate appointments and meetings Receive, record, distribute and file correspondence and documents. Maintain office supplies, stationery and other administrative requirements. Meeting and Engagement Support Make arrangements for meetings, seminars, workshops and other engagements of the Office. Prepare and distribute meeting invitations, agendas and supporting documents. Take minutes and record decisions and action items during meetings, where required. Follow up on outstanding administrative action items from meetings. Logistical and Operational Support Coordinate logistical arrangements for official meetings, workshops and events. Process travel and accommodation arrangements for the Chief Director and authorised officials. Assist with arrangements for visitors and stakeholders attending meetings with the Office. Provide administrative support for departmental activities and special assignments. Administrative Compliance and Resource Management Process routine administrative and procurement-related requests for the Office. Maintain records of office equipment, assets, stationery and other resources. Monitor routine office expenditure and supporting documentation Apply departmental policies, procedures and prescripts in performing administrative duties Budget administration support Expenditure monitoring for the Chief Directorate Collect and coordinate all the documents that relate to the manager's budget Assist manager in determining funding requirements for purposes of MTEF submissions Keep record of expenditure commitments, monitors expenditure is allocated correctly Checks and correlates BAS reports to ensure that expenditure is allocated correctly Identifies the need to move funds between items, consults with the CD and compliles draft memos for this purpose. Compares the MTEF allocation with the requested budget and informs the CD of changes. Project Administration support Develop and maintain a database on CD projects Coordinate progress update with relevant components and follow-up on outstanding tasks Provide administrative support in the implementation of the TOR. Provide advise to the CD on challenges for further interventions JOB REQUIREMENTS Experience Minimum of 1 years working experience in administration. Qualifications Any relevant NQF level 5 qualification. Knowledge Basic understanding of Departmental polices Clear understanding of office administration activities and processes Knowledge of the PFMA Knowledge of Public Service Act and Regulations Knowledge of applicable directives