OFFICE COORDINATOR: OFFICE OF THE CHIEF DIRECTOR (12 Months Contract)

SUMMARY:
We are seeking a highly organised, resourceful and service-oriented Office Coordinator to provide effective administrative and coordination support to the Office of the Chief Director.

POSITION INFO:
Minimum Requirements Any relevant NQF Level 5 qualification. A minimum of one (1) year of working experience in administration. A sound understanding of office administration activities and processes. Knowledge of the Public Finance Management Act (PFMA), Public Service Act and Public Service Regulations. Knowledge of applicable departmental policies, procedures and directives. Computer literacy, including MS Word, Excel, PowerPoint, internet and email. Key Responsibilities Office Administration and Coordination Provide day-to-day administrative support to the Office of the Chief Director. Manage the Chief Director's diary, appointments, meeting schedule and related arrangements. Receive, record, distribute and file correspondence and official documentation. Maintain office supplies, stationery and other administrative resources. Meeting and Engagement Support Coordinate meetings, seminars, workshops and stakeholder engagements. Prepare and distribute invitations, agendas and supporting documents. Record meeting minutes, decisions and action items where required. Follow up on outstanding meeting actions and communicate progress to relevant officials. Logistical and Operational Support Arrange logistics for departmental meetings, workshops and official events. Process travel and accommodation arrangements for the Chief Director and authorised officials. Coordinate the reception and attendance of visitors and stakeholders. Provide administrative support for departmental activities and special assignments. Administrative Compliance and Resource Management Process routine administrative and procurement-related requests. Maintain accurate records of office equipment, assets, stationery and other resources. Monitor routine office expenditure and maintain supporting documentation. Ensure administrative activities comply with applicable departmental policies and prescripts. Budget Administration Support Monitor, reconcile and report on expenditure and budget projections for the Chief Directorate. Coordinate budget documentation and assist with identifying funding requirements for Medium-Term Expenditure Framework (MTEF) submissions. Maintain expenditure commitment records and check Basic Accounting System (BAS) reports for correct expenditure allocation. Assist in identifying required fund movements and prepare draft memoranda in consultation with the Chief Director. Compare MTEF allocations with requested budgets and highlight variances to the Chief Director. Project Administration Support Develop and maintain a database of Chief Directorate projects. Coordinate project progress updates and follow up on outstanding tasks with relevant components. Provide administrative support for implementation of project terms of reference. Escalate project challenges and issues requiring the Chief Director's intervention. Strong office administration, planning and organising skills. Excellent written and verbal communication, listening and report-writing skills. Effective customer service and stakeholder liaison skills. Ability to collect, assess and analyse information accurately. Computer proficiency and strong document-management skills. Sound understanding of administrative compliance, budget monitoring and procurement processes. Initiative, creativity, problem-solving and the ability to multitask. Personal Attributes The ideal candidate must be professional, dependable and able to interact effectively with people at different levels. The individual must demonstrate initiative, sound interpersonal judgement, flexibility, teamwork and the ability to work under pressure while managing competing priorities and difficult situations.