About the Role
The Department of Public Service and Administration is seeking a dedicated and detail-oriented individual for the position of Deputy Director: Administration Support and Coordination. Based in Bloemfontein, this role is vital for maintaining the operational efficiency of the executive authority’s office. By developing and implementing systems to manage the flow of documents and coordinating logistical support, you will play an essential role in ensuring that public service functions smoothly and effectively for the community.
Your contributions will significantly impact how the executive authority engages with various stakeholders, including senior managers and legislative bodies. This role is not just about administrative support; it’s about enabling the government to serve its citizens better. Your work will help streamline processes, maintain accountability, and ensure that decisions made at the highest levels are well-informed and timely.
About the Department
The Department of Public Service and Administration is committed to enhancing the efficiency and effectiveness of the public service in South Africa. Its mission includes promoting good governance, transparency, and accountability within government structures. By working here, you will be part of a team that strives to make a meaningful difference in the lives of South Africans, ensuring that public services meet the needs of all citizens.
What You’ll Do
- Develop and maintain systems, registers, and databases to monitor document flow within the executive authority’s office
- Compile correspondence, submissions, and cabinet memoranda as required
- Study, edit, and comment on submissions for the executive authority’s consideration
- Manage procurement and maintenance of office equipment while administering the budget
- Oversee logistical support and coordinate the activities of the executive authority’s office
- Maintain a filing system and registry for the office, ensuring proper classification of documents
- Brief the Chief of Staff on agenda matters related to the executive authority’s portfolio
- Liaise with senior managers and manage the distribution of documents to relevant stakeholders
- Keep accurate records of decisions made by the Cabinet/executive council and alert relevant parties of actions to be taken
- Supervise and support employees in the office, providing training and development as needed
What You’ll Need
- Matric plus a Diploma in Management/Public Administration or equivalent at NQF level 6
- A minimum of 3 years’ experience at a management level
- Broad knowledge of the executive authority’s functional areas and understanding of political and parliamentary processes in South Africa
- Familiarity with public service regulations, acts, and financial management principles
- Strong communication, time management, planning, and organizational skills
- Problem-solving abilities and proficiency in computer use
How to Apply
Please forward your application, quoting the relevant reference number, to the link quoted in the specific advertisement below.
Requirements
Matric plus Diploma in Management/Public Administration or equivalent at NQF level 6 as recognised by SAQA.A minimum of 3 years’ experience at management level (ASD).
Knowledge and Skills: Broad knowledge and understanding of the functional areas covered by the executive authority’s portfolio.
Working knowledge of the political and parliamentary processes in South Africa.
Public service regulations (PSR)2016 as amended, Public service act (PSA), Public Finance Management Act, Labour Relations Act.
Presentation, Planning and organizing, Time management, Communication, Computer literate, Financial management, Problem solving skills.
Job Duties
Develop, implement and maintain systems, registers and databases to monitor and manage the flow of documents to, from and within the office of the executive authority.Compile correspondence, submissions and cabinet memoranda as required.
Study, edit and comment on submissions to be submitted to the executive authority for consideration.
Manage the procurement and maintenance of equipment and administer the budget in the office of the executive authority.
Manage logistical support in the office of the executive authority.
Develop, implement and maintain a filing system for the office of the executive authority.
Manage the registry of the office of the executive authority.
Ensure that documents are classified in accordance with the MIS prescripts and are handled in accordance with their classification.
Brief the Chief of Staff on matters with regard to the executive authority’s portfolio on the agenda of Cabinet/executive council.
Liaise with senior managers in the institutions within the executive authority’s portfolio.
Co-ordinate the activities of the executive authority’s office.
Manage the distribution of memoranda to Cabinet/executive council members.
Manage the distribution of documents and submissions to the relevant legislature and standing/portfolio committees.
Keep record of decisions of Cabinet/executive council and alert the Chief of Staff and executive authority of actions to be taken and due dates.
General supervision of the employees in the office of the executive authority.
Quality control of the work delivered by supervisees.
Advise supervisees with regard to all aspects of the work.
Serve as the formal disciplinary authority with regard to supervisees.
Ensure that all supervisees are trained and developed to be able to deliver work of the required standard efficiently and effectively.
