Senior Admin Officer: Office of the Chief Directors - 12 Months Contract

JOB DESCRIPTION Diary management, meetings, events and correspondences Screen appointments before scheduling them in a professional and courteous manner Reschedule appointments using discretion when a urgent or important meetings take precedence Record the engagements of the senior manager Respond to queries (verbal or electronic) Compile and coordinates documentation for meetings as required Arrange and coordinate meetings, workshop, seminars and other similar events (as an when required) and prepare relevant packs. Notify various stakeholders of events scheduled by the Chief Directorate Notify relevant stakeholders of changes to appointments or meetings professionally Make logistical arrangements as required (including procurement processes). Arrange traveling and accommodation for Chief Director, prepare travel packs and process claims accordingly. Assist with procurement and payment processing as required. Provide secretariat for Chief Directorates meetings and follow-up on matters arising. Administration Support Capture and file all incoming and outgoing documents and information into manageable and retrievable systems (electronically and manually) Ensure the updating of chief directorate strategic information on the intranet/relevant platform Coordinate and quality assure submission of strategic reports (PMDS, Annual Reports, Strategic Plans, Audit reports etc) within the specified timeframe Draft, edit and format documents such as submission, memos, letters, presentations, etc. using Department templates. Order office supplies as needed Maintain an inventory of office equipments for the Chief Directorate and liaise with necessary personnel for maintenance and replacements Keep an up to date list of contact numbers for the Chief Directorate Budget administration support Expenditure monitoring for the Chief Directorate Collect and coordinate all the documents that relate to the managers budget Assist manager in determining funding requirements for purposes of MTEF submissions Keep record of expenditure commitments, monitors expenditure is allocated correctly Checks and correlates BAS reports to ensure that expenditure is allocated correctly Identifies the need to move funds between items, consults with the CD and compliles draft memos for this purpose. Compares the MTEF allocation with the requested budget and informs the CD of changes. Project Administration support Develop and maintain a database on CD projects Coordinate progress update with relevant components and follow-up on outstanding tasks Provide administrative support in the implementation of the TOR. Provide advise to the CD on challenges for further interventions JOB REQUIREMENTS Minimum of 2 years working experience in administration. A registered three years National Diploma or Degree.

Location: Pretoria, ZA

Posted Date: 8/28/2025