Committee Officer X1

SALARY SCALE: R308 748 – R400 740 QUALIFICATION AND EXPERIENCE REQUIRED

• Grade 12
• NQF 6 Diploma in Public Administration/Management or Equivalent qualification NQF level 6
• Certificate in Report Writing & Minute Taking Added Advantage
• 3 Years relevant experience in Local Government Council & Committee support services
• Must be proficient in two of the three languages Afrikaans, English & IsiXhosa.

Key Competency Skills

• Computer literacy MS Office Applications; Written Communication skills; Planning and Organising; People Management; Task Management; Service Delivery orientation; Interpersonal relationships; Action Orientation; Resilience; Change Readiness; Learning Orientation; Problem Solving; Accountability and Ethical Conduct; Impact and influence; Team Orientation; Ability to work under pressure; Ability to meet deadlines Must be able to read and write Afrikaans & English. Code B driver's licence

CORE RESPONSIBILITIES COMMITTEE FUNCTIONS/ SECRETARIAL/ ADMINISTRATION SUPPORT

• Provides secretarial/ administrative support to various meetings within the Municipality by:
• Referring to the approved schedule of Meetings and confirming/ reporting deviations from plans with respect to catering requirements and/ or stationery and equipment needed for specific sessions to the Admin Officer.
• Communicating with Officials to establish items for inclusion on the agenda and the submission of investigational/ general reports and proposals supporting agenda items.
• Circulating notification, agenda and minutes of previous meetings to members.
• Performing specific secretarial sequences at meetings with regards to circulation and completion of attendance registers, recording details of proceedings/ discussions proposals and recommendations, and making available of copies of correspondence referred to in discussions to members.
• Following up and keeping track of resolutions passed by the relevant committees and identifying those that are not implemented and compiling reports and submitting to the relevant parties.
• Maintaining data of Council resolutions and providing support to the Senior Admin Officer in developing action plans for implementation of Council resolutions.
• Duplicating and binding agenda to ensure Councillors receive quality documents/ correspondence.

COMMITTEE FUNCTIONS/SECRETARIAL SUPPORT Coordinates secretarial support to various Committee and Sub Committee sittings within the municipality by:

• Communicating with the Committee Coordinator to establish items for inclusion on the agenda and the submission of investigational/ general reports and proposals supporting agenda items.
• Monitoring the circulating notification, agenda and minutes of previous meetings to members.
• Accessing and making information available prior to the meeting to the Chairperson and/ or representatives on specific items for discussion, referring to Councils resolutions, reports and correspondence.
• Verifying specific secretarial sequences at meetings with regards to circulation and completion of attendance registers, recording details of proceedings/ discussions and decisions, and making available of copies of correspondence referred to in discussions to members.

ADMINISTRATION FUNCTIONS/MINUTES, AGENDAS AND NOTIFICATIONS Performs administrative activities associated with preparation of documents and correspondence for circulation by:

• Coordinating word processing applications to prepare minutes and notifications of meetings.
• Translating the content of minutes of meetings, notices, etc into specific official languages to enable
• Officials and Representatives to comprehend issues and discussions and, forwarding draft documentation to the immediate supervisor for verification prior to circulation.
• Referring to legislation, Council resolutions and regulations to enable formulation of resolutions and recommendations arising out of discussions in Committee.
• Monitoring the recording and updating of registers of attendees to Committee meetings and extracting and forwarding information on request with respect to long term/ continuous absenteeism of Officials and Union Representatives to Committee Chairperson.
• Maintaining and updating Committee files and records inserting attendance registers, notification, correspondence and minutes in accordance with established referencing sequences.

Deadline:2nd October,2026