• Reference Number : REFS/023229
• Directorate : Executive Support
• Number of Posts : 1

• Package : R896 436.00 per annum (all-inclusive package)
• Enquiries : Caiphus/ Andy, cell: 071 474 7078/51

Requirements :

• Matric plus NQF7 in Public Administration/Administration, Office Management, or relevant qualification; Coupled with a minimum of 3 to 5 years of administration experience in the public sector environment. Competencies: In-depth knowledge of government legislative frameworks such as the PFMA, Public Service Act, Treasury Regulations and various Acts that regulate the Public Service; Knowledge of Supply Chain Management, corporate services and financial and asset management procedures and processes in the public sector; Good working knowledge of the Ministerial Handbook; Excellent organisations skills; Interpersonal Skills; Excellent Communication skills; Computer skills; Analytical thinking skills; Research skills; Management skills; Leadership skills; Strong administrative skills; Time management; Work independently, effectively, and efficiently under pressure and a valid driver’s license.

Duties :

• Coordinate cabinet submissions and confirmation of content matters with the responsible manager in the Branch; Ensure that Executive Council decisions are communicated to all relevant managers within the Department for implementation or updates where required; Collate responses on decisions received for HoD and MEC’s consideration and approval and submit to the Cabinet Secretariat; Ensure that status updates on all Technical Subcommittee and EXCO decisions are provided to the Cabinet Secretariat as per the stipulated timeframes; Implement measures to ensure that all cabinet submissions are submitted within a required timeframe and per the approved cabinet programme; Ensures tracking system is in place to track all EXCO decisions and decision of the internal meetings; Compile and submit quarterly reports to the HOD on all EXCO resolutions; Manage the coordination of Senior Management Meetings chaired by the HoD, (e.g. Quarterly Review Sessions, Strategic Planning Sessions, Local Government Workstream, Regional Conveners Meeting, Regional Teams Meetings, Bilateral Meetings with Sector Departments and Bilateral Meetings with municipalities and SMT); Manage workshops & functions within the set timeframes; Minute taking & recording of meetings; Distribute packs this includes agenda, minutes, and Action List of previous meeting as well as summarized content reports as requested by the HOD; Follow up on resolutions & close off resolutions with appropriate reports also ensuring that deadlines are met. Compile and submit quarterly reports to the HOD on all governance structures resolutions; Track and close off resolutions emanating from National Structures such as MINMEC and others; Manage the recruitment and selection of staff for the Office of the HOD; Manage leave of personnel; Manage, coach and supervise staff; Coordinate financial disclosures pertaining to top management; Manage Performance Management and Development System (PMDS); Implement Online PMDS for the Heads of Department; Coordinate the Performance Agreements for Senior Managers reporting to the Head of Department; Identify training needs. Compile and manage the indicative training programme; Manage own development and training; Compile portfolio of evidence, if required; Compile monthly training reports; Ensure leave co-ordination is done effectively; Provide general administrative duties to director executive support and the HOD; conduct regular staff meetings; Manage the quality control of documents/submissions/referrals received in the Office of the HOD; Manage the implementation of an effective and efficient Document Management system for proper execution and coordination of activities in the office of the HOD; Quality check documents before submission to the HOD; Undertake policy or line function tasks as required: Execute research, analyze information and compile complex documents for the HOD; Source information and compile comprehensive documents for the HOD with regard to issues emanating from meetings such as HOD’s Forum, MINMEC etc; Compile memoranda as required; Scrutinize submissions/reports, make notes and recommendations to present to the HOD; Draft responses for submission to internal and external stakeholders; Co-ordinate, follow-up, and compile reports of a transverse nature for the HOD and advise/sensitize the HOD on reports to be submitted (for example by Provincial Departments, Municipalities, Components etc.); and Compile presentations and speeches for the HOD; Liaise with stakeholders to ensure integration of programmes; Scrutinize documents to determine actions/information/documents required; Collect and compile information for the HOD with regard to issues that needs to be discussed; Record minutes/resolutions and communicate/disseminate to relevant role-players, follow-up on progress made, prepare briefing notes as well as other documentation; Compile the agenda of meetings chaired by the HOD and ensure circulation of accompanying memoranda; and Co-ordinate high level meetings including overseeing the logistics, transport arrangements and take charge of invitations and RSVP functions etc; Provide support to the Head of Department: Scrutinize documents to determine actions/information/documents required; Collect and compile information for the Heads of Department or Branches at National level with regard to issues that needs to be discussed; Record minutes/decisions and communicate/disseminate to relevant role-players, follow-up on progress made, prepare briefing notes as well as other documentation; Compile the agenda of meetings chaired by the Heads of Department or Branches at National level and ensure circulation of accompanying memoranda; Co-ordinate high level meetings including overseeing the logistics, transport arrangements and take charge of invitations and RSVP functions etc.; Manage general support services in the office of the Heads of Department: Set up and maintain systems in the Office that will ensure efficiency in the office; Establish, implement and maintain effective processes/ procedures for information and documents flow to and from the Office; Ensure the safekeeping of all documentation in the Office; and Manage the engagements of the Heads of Department or Branches at National level; Manage the resources of the Heads of Department: Determine and collate information with regard to the budget needs of the Office; Keep record of expenditure commitments, monitor expenditure and alert the DG with regard to possible over- and under spending; Identify the need to move funds between items compile submissions for this purpose; Monitor and evaluate the performance of the Staff in the Office; and Manage the human resource aspects related to the staff in the Office including the leave register, telephone accounts etc.; Oversee responses drafted by the Personal Assistant on enquiries received from internal and external stakeholders.

Notes :

• : It is our intention to promote representivity (race, gender and disability) in the Public Service through the filling of these posts. Preference will be given to people with disabilities. Applications should be submitted strictly online at https://jobs.gauteng.gov.za/Public/Jobs.aspx or http://jobs.gauteng.gov.za/Public/Jobs.aspx and it should be accompanied by a most recent Z83 form and comprehensive Curriculum Vitae (CV), certified copies of qualifications and Identity will be submitted upon request (no postal or hand delivery applications will be accepted). It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualifications Authority (SAQA). Correspondence will only be limited to shortlisted candidates. If you have not been contacted within 3 months of the closing date of this advertisement, please accept that your application was unsuccessful.

Employer : Department of Co-Operative Governance and Traditional Affairs

Location : Johannesburg

Closing Date : 08-09-2025

Please Notes :

• Due to the large number of applications we envisage receiving, applications will not be acknowledged. If you do not receive any response within 3 months, please accept that your application was not successful.