Office Administrator III

Requirements: 

National Diploma (NQF 6) in Office Management and Technology / Public Management or relevant equivalent qualification recognised by SAQA. A minimum of (two) 2 years’ experience in office administration or relevant field. Sound knowledge of Administrative or clerical procedures, financial management, project management. Knowledge of Batho Pele principles, public service, Department procedures and prescripts. Good communications skills, coordination skills, computer literacy, Interpersonal skills. Organizing skills. Presentation and facilitation skills. Communication and problem – solving skills. Ability to work under pressure. Ability to work with difficult people. Responsible and loyal. Honest and reliable. Ability to work long hours voluntary. Ability to work with limited supervision. Ability to share knowledge. Good interpersonal relations. 

Duties: 

Render Secretarial support to the Executive Programme Manager’s office. Provide administrative support to the EPM’s Office, administer leave, consolidate and submit claims, distribute telephone accounts to officials and consolidate the spreadsheet for compliance. Provide support with consolidation and alignment of monthly reports, Parliamentary Questions, EDMS Referrals, Quarterly reports, or any ad-hoc requests for inputs, receive and distribute confidential documents. Provide document management support in the EPM’s Office. Acknowledge receipt of correspondence and distribute documents to relevant destinations, Provide support with mailing, faxing, filing and distributing of documents, Draft correspondence (External Memos, Submissions, Presentations),Record all incoming and outgoing correspondence from the EPM in the register book ,Ensure that documents are hand delivered or posted and signed for and Draft and amend submissions where required and compile of reports where necessary. Render logistical support services. Coordinate travelling arrangements for the EPM, Submit advance request to Finance when required, coordinate logistical arrangements for the meetings/workshop (confirm the date, time and venue for the meeting), Distribute the agenda and relevant documentation prior the meetings, prepare refreshments for the meetings when required, obtain petty cash for purchasing of refreshments as required and Provide client liaison support services. Undertake proper screening of calls and management of e-mails, provide information regarding departmental policies/strategies, provide responses to queries and handle classified documents according to the security regulations, ensure that all urgent e-mail messages reach the EPM and are distributed to the relevant management, liaise with internal officials to provide responses to queries.