Northern Cape Provincial Treasury Administrative / Secretarial Jobs in Northern Cape
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DUTIES
Provide a personal assistant/receptionist support service to the Chief Directorate:
- Receive telephone calls in an environment where, in addition to the calls for the Chief Director, discretion is required to decide to whom the call should be forwarded.
- In the process the job incumbent should finalize some enquiries.
- Host virtual meetings.
- Perform advanced typing work for the Chief Director.
- Record the engagements of the Chief Director.
- Utilize discretion to decide whether to accept/decline or refer to other employees’ requests for meetings, based on the assessed importance and urgency of the matter.
- Coordinate with and sensitizes/advises the Chief Director regarding engagements.
- Compile realistic schedules of appointments.
Render administrative support services to the Chief Directorate:
- Ensure the effective flow of information and documents to and from the office of the Chief Director.
- Ensure the safekeeping of all documentation in the office of the Chief Director in line with relevant legislation and policies.
- Obtain inputs, collates and compiles reports, e.g., Progress reports, Monthly reports & Management Reports.
- Scrutinize routine submissions/reports and make notes and/or recommendations for the Chief Director.
- Respond to enquiries received from internal and external stakeholders.
- Draft documents as required.
- File documents for the manager and the unit where required.
- Ensure procurement tracking is kept up to date.
- Collect, analyses and collate information requested by the Chief Director.
- Clarifies instructions and notes on behalf of the Chief Director.
- Ensure that travel arrangements are well coordinated.
- Prioritize issues in the office of the Chief Director.
- Manage the leave register for the Chief Directorate.
- Handle the procurement of standard items like stationary, refreshments, etc for the activities of the Chief Director and the unit.
- Obtain the necessary signatures on documents like procurement advices and monthly salary reports.
- Process the travel and subsistence claims for the Chief Director.
- Delegate administrative duties to secretaries e.g., copier machine, maintenance issues, boardroom bookings, storeroom and oversee that these duties are completed.
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Provide support to Chief Director regarding meetings:
- Scrutinize documents to determine actions/information/other documents required for meetings of the Chief Director and joint audit committee.
- Collect and compiles all necessary documents for the Chief Director to inform him/her on the contents which include the preparation of the joint audit committee packs.
- Record minutes / decisions for meetings of the Chief Director / unit as well as for joint audit committee.
- Communicates to relevant role-players, followup on progress made.
- Prepare briefing notes for the Chief Director as required.
- Coordinate logistical arrangements for meetings when required.
- Coordinate boardroom bookings.
Support the Chief Director with the administration of the budget:
- Collect and coordinate all the documents that relate to the Chief Director budget.
- Assist the Chief Director in determining funding requirements for purposes of budget submissions.
- Keep record of expenditure commitments, monitors expenditure and alerts the Chief Director of possible over- and underspending.
- Checks and correlates spending reports to ensure that expenditure is allocated correctly.
- Identify the need to move funds between items, consults with the Chief Director and compiles with the Chief Director and compiles draft memos for this purpose.
- Compare the budget allocation with the requested budget and informs the Chief Director of changes.
Analyse the relevant public service and departmental prescripts/policies and other documents and ensure that the application thereof is understood properly:
- Remains up to date with regard to the prescripts/policies and procedures applicable to work terrain to ensure efficient and effective support to the Chief Directorate.
- Remains abreast with the procedures and processes that apply in the office of the Chief Directorate.
REQUIREMENTS
- NQF 6 in Secretarial Diploma, Office Administration or Management. 2-3 years’ relevant experience.
Skills & Knowledge:
- Computer literacy (MS Teams, Word, Excel, PowerPoint, Zoom, Acrobat).
- Financial administration.
- Knowledge of relevant legislation and policies.
- Ability to analyse documents and situations.
- Good communication skills.
- Good organising skills.
- Good people skills, Good analytical skills.
- Good decision-making skills.
- Good problem-solving skills.
- Good facilitation skills
SALARY : R325 101 – R382 959 per annum (Level 07)
CENTRE : Kimberley
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