Administrator to the Executive Manager: Learning Programmes

Qualification

• Matric plus National Diploma in Office Administration or related qualification; Project Management certificate will be an advantage; and a Driver's licence is required.

Experience

• 2 - 3 years' experience in Office Administration, of which 1 - 2 years must be in the SETA space

Description

Job Summary

• To provide administrative support to the Executive Manager: Learning Programmes and the entire unit.

Executive Office Administration and Coordination

• Coordinate the daily administrative functioning of the Office of the Executive Manager, including diary management, appointments, meetings and logistical arrangements.

• Coordinate incoming and outgoing correspondence, submissions and official communication.

• Prepare meeting packs, agendas, briefing notes and supporting documentation for executive engagements.

• Monitor and follow up on outstanding administrative matters assigned to the executive manager.

• Policies, systems and governance implementation.

Reporting and Performance Coordination

• Consolidate inputs from Learning Programmes units for executive, management and institutional reporting.

• Maintain a reporting calendar and monitor reporting deadlines applicable to the Office of the Executive Manager.

• Maintain an updated dashboard of correspondence, submissions, contracts, payments and reports processed through the Office of the Executive Manager.

• Track management commitments, reporting requirements and outstanding deliverables requiring follow-up.

Compliance and Records Management

• Maintain proper records of decisions made and approvals.

• Maintain an effective electronic and physical document management and filing system.

• Verify the completeness and availability of supporting documentation for submissions requiring executive approval.

Stakeholder and Strategic Programme Coordination

• Coordinate communication and information flow between the Office of the Executive Manager and internal and external stakeholders.

• Maintain updated registers of stakeholder engagements, requests, commitments and follow-up actions.

• Monitor progress on assigned initiatives and escalate delays, risks or outstanding matters.

• Coordinate briefing material, presentations and supporting information required for stakeholder engagements.

Document Quality Assurance and Administrative Support

• Review documents for completeness, accuracy, consistency and compliance with approved organisational templates.

• Conduct quality assurance of reports, presentations and submissions before submission to the Executive Manager.

• Maintain a document quality assurance and administrative support register reflecting documents reviewed and matters processed.

Skills and Knowledge Required

• Knowledge and understanding of Public Service Acts (PFMA, Treasury Regulations, etc.)

• Principles, methods, practices and techniques involved in strategic Project Accounting

• Knowledge and understanding of GRAP Standards

• Good taxation knowledge (Income Tax, PAYE and VAT)

• Knowledge of Financial Accounting processes and packages

Technical Skills

• Good analytical skills

• Computer skills (Microsoft Suite)

• Project Management

Core Competencies

• Analytical thinking

• Planning and organising

• Integrity and ethical behaviour

• Quality concern and accuracy

• Attention to detail

• Financial acumen

Generic Competencies

• Client/Customer Focus

• Good interpersonal skills

• Presentation skills