Support Services Officer

Job purpose

• To provide effective administrative and operational project support to the Human Settlements Provision Division, including coordinating financial and logistical support services to the programme officer, project managers, deputy directors, directors and divisional head by facilitating the smooth and efficient functioning of processes and systems to support the successful delivery of the division’s programmes and objectives

Appointment requirements

• An appropriate three-year career-related tertiary qualification (national diploma or degree) in Public Administration or Business Administration or any other study field related to the position
• At least three years’ working experience in an administrative environment
• Supervisory experience will be an added advantage
• A valid Code B driving licence
• Computer literacy
• Must undergo a criminal record check and such a person shall allow their fingerprints to be taken by the Tshwane Metro Police Department at own cost

Personal attributes and/or competencies

• Being ethical; good communication skills; good interpersonal relations; ability to work as part of a team; ability to pay attention to detail; ability to be professional at all times; ability to work independently at strategic level; having integrity; ability to work under pressure; flexibility;
• ability to meet given deadlines; exceptional and dynamic creativity to improve the functioning of the section; administrative skills; organising and coordination skills; financial management skills; project management skills; analytical thinking skills; presentation skills

Primary functions

• Provide, compile and coordinate activities associated with project management, project implementation and contract management
• Provide financial, administrative and logistical support to the programme officer, project managers, deputy directors, directors and divisional head
• Manage, coordinate and compile reports for the Service Delivery and Budget Implementation Plan, Business Plan, Section 79 reports and the division’s scorecard
• Provide administrative support in the division by facilitating and coordinating correspondence, such as drafting and disseminating project-related communication, including memorandums, circulars, emails, newsletters and reports
• Maintain accurate and up-to-date project documentation, including project files, records, and reports
• Coordinate and compile responses to media enquiries and stakeholders, such as the Petitions Committee, Chapter 09 institutions such as the Office of the Public Protector, South African Human Rights Commission and Auditor-General of South Africa, and any other organ of state
• Assist in organising and coordinating meetings, workshops and other project-related events
• Provide logistical support to the division by arranging project and contractual management meetings and ensuring that all administrative and secretariat support services are provided
• Ensure proper documentation of meetings, decisions and action items
• Play a vital role in facilitating effective communication among project teams and stakeholders, organising meetings and events, and maintaining project documentation
• Ensure proper filing and record management