About the Role
The Department of Public Service and Administration is seeking a highly organized and proactive Assistant Director: Executive Support to join their team at the Head Office in Pretoria. This pivotal role is essential for ensuring the efficient operation of the Head of Department’s office, directly impacting the effectiveness of public service delivery. Your contributions will help streamline administrative processes, manage critical travel arrangements, and coordinate important meetings and events, ultimately supporting the Department’s mission to serve the citizens of South Africa effectively.
In this role, you will be at the heart of public service operations, providing vital administrative support that allows the Head of Department to focus on strategic leadership. Your organizational skills and attention to detail will ensure that all logistical aspects of the role are handled smoothly, making a significant difference in how the Department functions daily.
About the Department
The Department of Public Service and Administration plays a crucial role in shaping the public service landscape in South Africa. Its mandate includes promoting good governance, enhancing service delivery, and ensuring that the public service is responsive to the needs of citizens. By working within this department, you will be part of a mission that strives to uphold the values of transparency, accountability, and efficiency in government operations.
Joining this department means contributing to the larger goal of building a capable and dedicated public service that serves as a foundation for democracy and development in South Africa. Your efforts in the role of Assistant Director will support the broader objectives of improving public administration and fostering a culture of excellence within the government.
What You’ll Do
- Provide comprehensive office administration support to the Head of Department (HOD).
- Advise the HOD on important organizational and administrative matters.
- Manage the HOD’s domestic and international travel arrangements efficiently.
- Organize and plan all HOD meetings, ensuring logistical details are meticulously handled.
- Oversee an efficient and user-friendly filing system for incoming and outgoing documents.
- Maintain an electronic document tracking system to enhance operational efficiency.
- Coordinate events initiated by the HOD, including managing invitations and guest lists.
- Monitor and report on budget expenditure, ensuring alignment with strategic objectives.
- Manage resources effectively, including human, financial, and physical assets.
What You’ll Need
- A Grade 12 Certificate along with a qualification at NQF level 6 or 7 in Public Management, Public or Private Administration, Business Administration, or a relevant field.
- A minimum of 3 to 5 years of experience in a supervisory role within an administrative support environment.
- A valid driver’s license.
- Proficiency in interpreting and evaluating information.
- Strong verbal and written communication skills.
- Exceptional organizational skills to maintain and manage information effectively.
- Competence in computer literacy, problem solving, and conflict management.
- Ability to work well in a team and demonstrate discipline.
How to Apply
Please refer to the application instructions below.
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Requirements
The successful candidate should have Grade 12 Certificate plus a NQF level 6/7 in Public Management / Public or Private Administration / Business Administration or relevant qualification.A minimum of 3 - 5 years’ experience in supervisory level and relevant experience in administrative support environment.
Valid drive’s license.
Skills: Interpreting & Evaluating Information, Verbal and written communication, Organizing/ maintaining information, 145 communicating information, Computer Literacy, Problem solving and conflict management Listening and negotiation, Teamwork, Discipline.
Job Duties
Provide office administration: Advise HOD on pertinent organizational and administrative issues, Manage HOD’s domestic and international travels.Manage and administer HOD’s dairy: Manage and plan all HOD meetings, manage logistics for all HOD’s meetings.
Monitor and verify incoming and outgoing documents accordingly: Manage and efficient and usable filling system, Oversee and maintain an electronic document tracking system.
Manage coordination of events in the office of the HOD: Manage logistics for events initiated by the HOD, Manage invitations, guest list and RSVPs.
Manage resources (Human /Finance/ Equipment/Assets): Ensure proper implementation of budget by monitoring, projecting and reporting expenditure, Ensure proper spending in line with strategic objectives.
