About the Role
The Department of Public Service and Administration is seeking a dedicated Senior Administrative Officer in Pretoria, Gauteng. This role plays a pivotal part in supporting the National Rural Youth Service Corps (NARYSEC) programme, which aims to empower the youth in rural communities through skills development and various opportunities. Your contributions will be essential in streamlining administrative processes, ensuring that participants receive the necessary support and resources they need to succeed in their journeys.
Working closely with various stakeholders, you will coordinate recruitment, manage participant records, and facilitate logistical arrangements for programme activities. Your efforts will not only enhance the operational efficiency of the department but also significantly impact the lives of young South Africans, making this a truly rewarding position in the public service.
About the Department
The Department of Public Service and Administration is committed to promoting effective governance and delivering quality services to the public. Its mission encompasses the enhancement of public service delivery and the empowerment of citizens, particularly through initiatives like NARYSEC. By working in this department, you will be part of a team that values innovation, integrity, and the development of a skilled workforce in South Africa.
What You’ll Do
- Coordinate and manage administrative support for NARYSEC recruitment and participant administration.
- Prepare and maintain essential recruitment documentation and participant records.
- Verify application documents and ensure accurate database maintenance.
- Administer participant movements, including appointments and terminations.
- Respond to administrative enquiries and provide programme support services.
- Organise and coordinate meetings, prepare agendas, and compile minutes.
- Support financial planning, budgeting, and reporting processes.
- Maintain participant filing systems and ensure compliance with departmental policies.
- Coordinate travel, logistics, and all necessary arrangements for programme activities.
What You’ll Need
- A Grade 12 Certificate and a National Diploma (NQF Level 6) in Public Administration, Management, or a relevant field.
- A minimum of 3 years’ relevant administrative experience in programme or project administration.
- A valid driver’s licence is essential.
- Solid knowledge of public service policies and procedures, including the Public Finance Management Act and Treasury Regulations.
- Excellent skills in administrative management, report writing, and Microsoft Office applications.
- Strong communication, problem-solving, and planning abilities.
How to Apply
Applications can be submitted by hand delivery during office hours to: 524 Stanza Bopape and Steve Biko Street, Suncardia Building, 6th Floor, Arcadia, 0002 or by email to [email protected].
Requirements
Minimum requirements: Applicants must be in possession of a Grade 12 Certificate and a National Diploma (NQF Level 6) in one of the following: Public Administration / Public Management / Business Administration / Business Management / Office Management and Technology / Management Assistant or relevant equivalent qualification.Minimum of 3 years' relevant administrative experience in programme administration, project administration or public sector administration.
A valid driver’s licence.
Job related knowledge: National Rural Youth Service Corps (NARYSEC) policies.
Public Service Act.
Public Service Regulations.
Public Finance Management Act (PFMA).
Treasury Regulations.
PERSAL administration.
Records Management and National Archives legislation.
Protection of Personal Information Act (POPIA).
Government administrative procedures.
Microsoft Office applications.
Job related skills: Administrative management.
Records and information management.
Report writing.
Minute taking.
Computer literacy (Microsoft Office) Planning and organising.
Communication (written and verbal).
Interpersonal relations.
Problem solving Analytical thinking Coordination and facilitation.
Time management.
Customer service.
Document management.
Job Duties
Coordinate administrative support for NARYSEC recruitment and participant administration.Coordinate administrative and logistical support for recruitment, screening, shortlisting.
interviews, participant verification and induction processes in accordance with approved NARYSEC Standard Operating Procedures.
Prepare recruitment documentation, interview packs.
attendance registers and related administrative records.
Verify participant application documents and maintain recruitment databases and participant records.
Prepare participant appointment, registration and contractual documentation.
Administer participant movements, including appointments, transfers.
resignations, terminations, stipend deductions and related Human Resource documentation.
Respond to participant administrative enquiries and provide programme support services.
Accompany participants during approved programme activities where required.
Provide administrative support for Provincial Programme Implementation.
Prepare official correspondence, submissions, memorandum.
reports and other programme documentation.
Coordinate meetings, prepare agendas.
compile minutes and maintain records of decisions.
Maintain participant files.
attendance records and programme documentation throughout the programme lifecycle.
Coordinate and quality assure.
participant payroll and PERSAL certification documentation prior to submission.
Maintain records relating to community service, skills development and participant progression.
Coordinate stakeholder communication and maintain administrative records relating to programme implementation.
Perform general administrative support functions to facilitate effective programme delivery.
Provide administrative support for financial planning, budgeting and reporting, including the compilation and monitoring of the Directorate Management Plan (DMP), Procurement Plan and financial reports.
Coordinate the procurement of goods and services in accordance with the approved DMP, Procurement Plan and departmental procurement procedures.
93 Maintain the invoice register, track payments with Finance and follow up on outstanding invoices.
Coordinate Information Management and Programme Reporting.
Compile participant statistics and monthly, quarterly and annual programme performance reports.
Compile information required for the Annual Performance Plan (APP), Integrated Operational Plan (IOP) and other management reporting requirements.
Maintain programme information systems and databases, including extracting and analysing NIMS reports.
Maintain Portfolio of Evidence and supporting documentation for programme implementation.
Maintain participant filing systems and records in accordance with departmental records management policies.
Monitor the completeness, accuracy and integrity of programme information and supporting documents.
Prepare management information and statistical reports for Provincial and National Office.
Coordinate Travel, Logistics and Programme Support Services.
Coordinate travel, transport and accommodation arrangements for programme activities and maintain related administrative records.
Prepare travel, accommodation and conference submissions with supporting documentation.
Liaise with Supply Chain Management and service providers regarding logistical arrangements for programme activities.
Coordinate logistical arrangements for recruitment, interviews, medical screening, training, community service, graduation ceremonies and stakeholder meetings.
Maintain travel, accommodation and logistics registers.
Provide logistical support during official NARYSEC events and activities.
