Deputy Director: Administration & Coordination

REQUIREMENTS  :

• National Diploma (NQF6) in Public Management/ Office Management or relevant equivalent qualification. 5 years’ experience in Admin or relevant field of which three (3) years should be at an entry/junior managerial level (Assistant Director or equivalent) The incumbent must knowledge of the following; good command of written and oral English and any other official language. Strategic coordination/ planning. Business planning. Report/professional writing. Policy development. Organisation performance management. Risk management. Audit procedures. Research methodologies and presentation. Project management. Accessing and operating the computerized post tracking system. Formats and routes of documentation throughout the department. Quality Control of documents. EDMS. The hierarchy and management structure of the department. Different specialised fields of the branches and chief directorates expertise and responsibility. Policies, legislation and procedures. Administration. Public Service and Departmental procedures and prescripts Planning and performance management legislation.
• Skills and attributes; Organising skills, Facilitation skills, Communication skills, Computer literacy, Technical writing skills. Ability to communicate with ministries, senior management officials and the public in a professional manner. Ability to work individually and in a team. Good interpersonal relations. Ability to work with difficult persons and to resolve conflict. Sense of responsibility and loyalty. Objectiveness. Integrity. Service orientated. Self-supervision. Highly developed sense of honesty. Protect the confidentiality of documents. 

DUTIES  :

• The candidate will be responsible to provide effective document Management. Monitor workflows received by the Branch. Monitor and follow up on finalization of outstanding DG /Ministerial referrals Coordinate the finalization of Branch Parliamentary Questions. Ensure that all documents are quality controlled before submitted to branch administrator. Keep an up-to-date record of all decisions taken. Schedule branch meetings. Provide secretariat services to the branch meeting. Provide minutes of the meetings. Develop an action list for decisions and monitor implementation. Monitor branch expenditure and raise flags with managers. Coordinate finalisation of the branch inputs to the Departmental Strategic plan. Consolidate CD inputs to develop branch APP.
• Finalise the branch APP within the stipulated timeframe. Ensure alignment of CD APP. Monitor implementation of branch Business Plan. Facilitate the submission of CD verification statements. Monitor branch compliance with PMDS. Ensure that all CD Performance Agreements are signed and copies filed. Support the implementation of the Performance Plans. Ensure branch compliance with the security clearance. Co-ordinate branch participation in departmental meetings and forums. Support the implementation of decisions of departmental meeting. Coordinate branch response to requests received.