Assistant Director: Admin - Secretariat Support (06 Months Contract)

SUMMARY:
To provide secretariat and logistical support in the Office of the Director-General.

POSITION INFO:
JOB DESCRIPTION
Provision of secretariat support services for executive meetings

• Assist with requesting for agenda items and Compile/ draft agenda for  EXCO, OPCO, SMS, Extended EXCO and MMM meetings 
• Sourcing future agenda items from previous minutes and action lists
• Daily sending of reminders for submission of supporting documents
• Meeting packs/supporting documents coordinated and distributed
• Assist with taking and drafting of executive meetings minutes in the absence of DD Secretariat

 
Logistical support for executive meetings

• Sending out meeting links to executive members
• Source quotations for securing external venues for executive meetings
• Prepare necessary documents for securing of venues e.g. VA26
• Loading and management of flow of presentations during sessions
• Ensure proper set-up at venues and availability of functional PA system with good sound during meetings
• Circulation of roving microphones during meetings
• Circulation of attendance registers during executive meetings
• Continuous Communication of changes/updates relating to meetings
• Purchase and prepare refreshments for executive meetings

 
Coordination of ODG Unit meetings and planning sessions

• Request for agenda items and compile/ draft agendas
• Meeting packs/supporting documents coordinated and distributed
• Draft minutes of ODG Unit meetings and planning sessions
• Approved minutes signed by the chairperson
• Filing of meeting packs and signed minutes

 
Distribution of external Cabinet memos and coordination of Minister’s Cabinet briefing notes

• Distribute external Cabinet memo to Programmes
• Consolidation of various inputs into a single briefing notes document
• Follow-up with programmes to submit inputs into briefing notes
• Submission of briefing notes to Minister and Deputy Minister
• Ensure that Cabinet memoranda sent to programmes are returned back to the ODG for safekeeping
• Ensure that copies of tabled Company cabinet memoranda are filed
• Assist in monitoring Cabinet minutes to extract decisions relating to the Company for implementation
• Assist in coordinating the development of reports on Cabinet briefings for tabling at Opco and EXCO quarterly

 
Providing admin support

• Capture all incoming and outgoing documents and information into manageable and retrievable system
• Recording classified documents and external Cabinet memoranda in a register
• Filing of executive meetings packages manually and electronically after sending to Programmes
• Filing of all executive meetings minutes:-Opco, Exco, extended Exco and bilateral meetings with Company entities and MMM
• Cabinet memoranda, agendas and minutes filed in the strongroom
• Develop and update Company Cabinet memo decision database
• Keeping record of attendance registers of all executive meetings
• Downloading of meetings recording for safekeeping
• Keep a folder of all executive meetings presentations

 
JOB REQUIREMENTS

Experience  

• A minimum of 2-3 years work experience in secretariat support services, administration environment and records management.

 
Qualifications         

• A three-year national diploma or degree (NQF level 6) in office management, public administration, management or business management or equivalent qualification.

 

NB! This job is now closed. You can apply for other jobs by uploading your CV.

---