Deputy Director: Administration
Retail
Minimum Requirements
- A Senior Certificate plus an appropriate Bachelor’s Degree or qualification on NQF level 6.
- A minimum of 3-4 years’ middle management experience.
- Be professional, highly motivated, initiative and critical thinker who will be able to gather and analyse information skilfully.
- Hands-on executive secretarial experience in offering services to the President.
- Have excellent interpersonal skills.
- Have excellent organizational and planning skills and ability to work on multiple projects simultaneously.
- Have sense of urgency and ability to identify, analyse and resolve problems in a timely manner.
- Be able to work independently and as part of a team and also work well under pressure.
- Excellent telephone etiquette.
- Have project management skills.
- Have effective oral and written communication skills.
- Good office management skills.
- Be able to handle confidential matters and has integrity and is trustworthy.
- Knowledge management: Good understanding of protocol and security measures.
- Good computer knowledge.
- Good knowledge of travel and subsistence procedures.
- Good understanding of Public Service Regulatory Framework.
Responsibilities
- Provide administrative support to the Office of the Chief Operations Officer.
- Provide secretariat support to MANCO and all Chief Operations Officer's meetings.
- Develop, maintain and enforce an integrated governance calendar covering MANCO, bilateral engagements, subcommittees and COO-led coordination forums.
- Provide full secretariat and coordination support across all governance structures (including agenda setting, documentation, minutes and resolution tracking).
- Coordinate and support COO bilateral engagements with key stakeholders (including SITA, DPWI, NT and others).
- Support COOled cross-functional coordination forums and operational committees (including strategic initiatives and inter-branch working groups where required).
- Track implementation of decisions arising from MANCO, bilaterals and coordination forums, and follow up on action items.
- Identify and escalate unresolved coordination issues and implementation bottlenecks to the COO.
- Receive, assess and process submissions and correspondence to the Accounting Officer in line with defined standards.
- Verify completeness, quality and compliance of submissions prior to escalation.
- Maintain and update submissions and correspondence tracking database.
- Monitor turnaround times and ensure adherence to service standards.
- Follow up on instructions, decisions and actions arising from submissions.
- Provide administrative and coordination support for submission workflows.
- Compile and submit quarterly reports on submissions and correspondence processed and turnaround performance.
- Efficient financial management and budget control.
- Provide administrative support to the Chief Operations Officer in her/his role as Deputy Secretary of Cabinet.
- Administration of the Promotion of Access to Information Act, (Act No 2 of 2000) and Promotion of Administrative Justice Act (Act no.
- 3 of 2000).
- Administer the Integrated Document Management System (IDMS) to track incoming and outgoing documents in the Office of the Chief Operations Officer.
- Administer the delegations register for Chief Operations Officer.
