Office Manager

Requirements

• An NQF level 6 (National Diploma) in Office Management, Public Administration or a relevant tertiary qualification. Five (5) years’ experience in a general administration or office management environment. The disclosure of a valid unexpired driver’s license. Extensive knowledge and understanding of public service policies and administrative procedures.
• Basic financial management and knowledge of the Public Finance Management Act (PFMA). Knowledge of administrative procedures and secretarial duties. Knowledge of the dispute resolution process. Knowledge of project management and administration. Knowledge of monitoring and evaluation and the framework for managing programme performance information. Understanding social and economic development issues.
• Understanding of the legislative and policy frameworks governing the sector. Computer literacy. Sound organisational skills, good people skills and a high level of reliability. Good communication, presentation and report writing skills. Ability to act with tact and discretion. Accountability and ethical conduct.

Duties

• The incumbent will be responsible for managing the office administration to improve the efficiency of the CEO. Manage and coordinate the flow of information within the office, including scrutinising all incoming correspondence (emails, letters, reports and telephone messages), drafting abbreviated notes highlighting key details, and appending preliminary advice or recommendations on the CEO’s actions.
• Implement and maintain a records management system. Render administrative support services, including researching, developing and preparing presentations for the Manager’s final approval. Coordinate and consolidate inputs on progress, monthly and management reports.
• Coordinate monitoring and evaluation, including the submission of quarterly and annual performance reports from the various directorates and the development of the Annual Performance Plan (APP). Liaise with DWS Corporate Planning and Institutional Establishment on planning, performance reporting and organisational establishment matters.
• Quality assures documentation and remains up to date with the prescripts, policies and procedures applicable to the work terrain to ensure efficient support to the office. Arrange and organise workshops and meetings, including determining delegates, facilitation, secretarial services, venues, subsistence and travel arrangements and claims, compiling agendas and programmes, and making financial arrangements.
• Prioritise and schedule meetings and workshops. Represent the CEO at meetings and workshops, deliver presentations on the CEO’s behalf, take notes and provide detailed feedback reports to the CEO.
• Manage queries by monitoring deadlines to ensure prompt responses and coordinate and monitor projects. Manage the budget, including compiling the budget in line with the MTEF and PFMA, authorising payments, controlling expenditure in line with the budget, monitoring spending trends in accordance with early warning systems, and advising on and facilitating budget projections with project managers.
• Establish processes for routine information collection, consolidate information into abbreviated reports, make recommendations where applicable and develop statistics as required by the CEO. Manage and supervise human resources, including performance evaluation, leave and relief arrangements, on-the-job training and identification of areas for further career development. Manage the procurement of stationery, including determining overall stock levels and managing the ordering and issuing of stationery.