About the Role
The Department of Public Works and Infrastructure is seeking a dedicated Administration Officer for its Cape Town Regional Office. This role plays a pivotal part in facilitating the allocation of official accommodation for Members of Parliament (MPs) and Sessional Officials, ensuring that their living conditions are well-managed and maintained. By effectively coordinating property inspections and managing accommodation requests, you will directly contribute to the efficiency of our public service. The work you do here not only supports the needs of our MPs but also enhances the overall functionality of the parliamentary system in South Africa.
Situated in the vibrant city of Cape Town, this position allows you to immerse yourself in a dynamic work environment that impacts the lives of many. You will be responsible for verifying accommodation requests, conducting property inspections, and maintaining accurate records, all of which are essential to the smooth operation of parliamentary activities. This is an opportunity to engage with various stakeholders, ensuring that our facilities meet the highest standards of quality for those who serve our nation.
About the Department
The Department of Public Works and Infrastructure is committed to delivering quality services that support the social and economic development of South Africa. This department plays a vital role in the management and maintenance of public infrastructure, ensuring that facilities are functional, safe, and accessible. Working in this department means you will be part of a team dedicated to excellence in public service, contributing to the betterment of society and the efficient functioning of government.
What You’ll Do
- Facilitate the allocation of accommodation for MPs and Sessional Officials.
- Identify and verify vacant accommodations, ensuring readiness for occupancy.
- Receive and process accommodation requests, coordinating with relevant stakeholders.
- Conduct property inspections to assess conditions prior to occupation and eviction.
- Maintain updated records of property occupancy and communicate changes to the Finance Section.
- Manage access control and screening of visitors in prestige facilities.
- Address maintenance issues reported by tenants and follow up with contractors.
- Assist in the administration of movable and immovable assets.
- Ensure accurate and timely processing of bookings for facilities.
What You’ll Need
- A minimum of a three-year tertiary qualification (NQF Level 06) or National Diploma in Public Management or a related field.
- Relevant experience in public administration or property management.
- A valid driver’s license.
- Knowledge of public finance management, treasury regulations, and procurement procedures.
- Strong communication, report writing, and client relations skills.
- Ability to work under pressure with a proactive approach to problem-solving.
- Excellent organizational skills and attention to detail.
How to Apply
Please refer to the application instructions below.
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Requirements
A minimum of three-year tertiary qualification (NQF Level 06) / National Diploma in Public Management or related qualification.Relevant years of experience in public administration or property management field.
A valid driver’s license.
Knowledge: Public Finance Management Act; Treasury regulations; Government budget procedures / timeframes; Project management; Financial administration processes and systems; Procurement directives and procedures; Tender procedures.
Skills: Professional client relations; Effective communication skills; Advanced report writing skills; Computer literacy; Planning and organizing; Diplomacy skills; Interpersonal skills; Presentation skills.
Personal Attributes: Hardworking; Self-motivated; Ability to work under pressure; Ability to communicate at all levels; Analytical thinking.
Willing to adapt work schedule in accordance with office requirements.
Job Duties
Facilitate the allocation of official accommodation for Members of Parliament (MPs) and Sessional Officials.Identify and verify vacant accommodation and ensure adequate preparation.
Receive and capture accommodation requests and process submissions for allocation.
Conduct property inspections prior occupation and eviction by the tenant to determine the condition of the property and report defects / negligence.
Follow up on occupant’s allocations or evictions.
Verify Sessional Officials per Department and ensure confirmation of eligible status.
Conduct regular property occupation verifications and update Parliamentary Villages occupancy lists.
Ensure record of occupancy is updated regularly and inform Finance Section of any movements to ensure billing is up to date.
Facilitate access control and screening of visitors within prestige facilities.
Log and attend to all logged calls by tenants regarding day-to-day maintenance and minor repairs and keep client and relevant colleagues updated on progress until completion of work.
Follow-up and liaise with the Facilities Management Contractor on work to be executed.
Ensure proactive identification of matters requiring attention within the facility and report for work to be executed.
Provide movable and immovable assets administration.
Assist with appointments and access for asset verification and the barcoding of new assets.
Co-ordinate the movement of furniture.
Ensure all administration related matters are kept up to date and accurate filing of documents, etc.
General administrative duties.
Regular communication with clients on all matters relating to the portfolio.
Ensure stop orders are processed through the route for timeous processing.
Process requests for approval of the bookings of 139 the hall and other facilities.
Liaise with Client Relations Manager in respect of transport requests from clients.
