Deputy Director: Admin Support & Coordination (Office Of The Mec) Jobs

Requirements:

• National Senior Certificate, plus an NQF Level 7 qualification recognized by SAQA in Public Administration/Management/Office Management and Technology or equivalent. At least five years of experience, including three years at Assistant Director level (SL9), preferably in a core staff or political office environment. A valid driver’s license is required.
• Knowledge of monitoring and evaluation processes, reporting procedures, strategic planning, budgeting, strategic reporting, Public Service Act 1994, Public Service Regulations 2001, Public Finance Management Act 1999, and Treasury regulations.
• A valid driver’s license.

Duties:

• Coordinate the planning process for the MEC’s office. Analyze reports from statutory bodies and highlight key areas. Organize sessions to discuss portfolio questions and prepare responses. Facilitate the tabling and discussion of Directorate Operational Plans.
• Develop and implement records management policies, file plans, strategies, and procedures. Ensure compliance with records management policies and provide registry support services. Implement records management and file plans effectively. Monitor accurate monthly and quarterly reports.
• Ensure the safe keeping of all documentation in the office of the Head, in line with relevant legislation and policies. Maintain office equipment like fax machines and photocopiers in good working order. Record the engagements of the Head of Office.
• Use discretion to accept, decline, or refer requests for meetings based on their importance and urgency. Coordinate and advise the Head of Office on engagements. Compile realistic schedules of appointments.
• Ensure the effective flow of information and documents to and from the head office. Obtain inputs, collate, and compile reports such as progress and management reports. Scrutinize routine submissions or reports and make notes or recommendations for the manager.
• Respond to enquiries from internal and external stakeholders. Coordinate and guide the budgeting process and financial reporting. Consolidate the budget for the Head of Office and submit it to the Budget Office. Prepare In-Year Monitoring reports.
• Maintain high standards by ensuring the team produces excellent work in terms of quality, quantity, and timeliness.