Administration Officer: Projects SupportKimberly Regional Office

Requirements

• A minimum of three-year tertiary qualification (NQF Level 6)/ National Diploma in Administration / Public Administration/ Project Administration or related qualification.
• Relevant years of experience in Office Administration/ Project Administration field.
• Willing to adapt work schedule in accordance with office requirements.
• Knowledge:
• Office management and administration;
• Reporting procedures;
• Project administration;
• Project principles and methodologies;
• Knowledge of legal compliance;
• PFMA, SCM and NT regulations.
• Skills:
• Analytical skills;
• Creativity;
• Self-management;
• Customer focus and responsiveness;
• Communication;
• Computer literacy;
• Planning and organising;
• Problem solving and analysis;
• Innovation.
• Personal Attributes:
• People orientated;
• High level of reliability;
• Hard working;
• Resourceful;
• Self-motivated;
• Trustworthy;
• Creative.

Duties

• Monitor and administer construction projects claim and payments: -Collect/ receive invoices from Registry Services.
• Capture invoice on Re-a-Patala system.
• Forward the invoice to the relevant stakeholders.
• Identify discrepancies related to payment certificates.
• Update payments on WCS.
• Keep the Project Manager(s) abreast with the budget adjustments as required.
• Attend, respond and redirect enquiries related to the project invoices and payments.
• Provide projects administrative support services to the Chief/Construction Project managers: -Administer office correspondence, documents and reports.
• Monitor, update and maintain the WCS and Re-a- Patala. database.
• Disseminate status reports on the development of the project.
• Handle queries from consultants and contractors.
• Liaise with stakeholders relevant to the office.
• Attend to audit queries.
• Render general clerical support services to the component: -Provide supply chain clerical support services.
• Monitor the communication and administer the flow of information and documents in the office.
• Maintain the filing system and records for projects documents and the unit where required.
• Maintain a leave register for the component.
• Provide financial administration support services.
• Capture and update component expenditure.
• Handle telephone accounts and petty cash for the component.
• Render secretariat and logistical support service to the Committees and internal and external meetings:
• Arrange meetings and workshops for the unit with internal and external stakeholders.
• Prepare and type documents presentations and reports;
• Draft agenda and record minutes/decisions.
• Communicate to relevant role-players and follow-up on progress made.
• Compile submissions and reports.
• Ensures that travel arrangements are well coordinated.
• Complete and submit S&Ts forms.

How to apply

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Enquiries

Notes from the department

• Applications must be submitted on the prescribed Z83 application form (obtainable from any Public Service Department or on the DPSA website link: https:/www.dpsa.gov.za/newsroom/psvc/, which must be signed, initialled and dated by the applicant, and must be accompanied by a detailed curriculum vitae (CV) only.
• Candidates are not required to submit certified copies of qualifications and related documents on application.
• Only shortlisted candidates will be required to submit certified copies of qualification and other related documents on or before the date of interview, which should not be older than six months.
• Should an application be submitted using incorrect/old Z83 application form, such an application will be disqualified.
• Further take note of the following on completion of Z83 application form:
• PART A and PART B must be fully completed.
• PART C - PART G:
• Noting that there is a limited space provided applicants may refer to CV or indicate.
• This will be acceptable as long as the CV has been attached and provides the required information.
• Page 1 of the Z83 application form must be initialled and page 2 signed and dated by the applicant.
• Failure to comply with the above instructions may result in an application being disqualified.
• Applicants applying for more than one advertised post must submit separate Z83 application forms and CVs in respect to each post being applied for.
• Should an application be received where an applicant has applied for more than one posts on the same Z83 application form, the applicant will be considered for the first post indicated on the Z83 application form only.
• Applications will be received via post/courier services, hand deliveries or email.
• Late applications will not be considered.
• Regulation 57 (c) and 67 (9) of the Public Service Regulations 2016, as amended, requires the executive authority to ensure that he or she is fully satisfied of the claims being made and the finalisation of Personnel Suitability Checks in order to verify claims and check the candidate for purpose of being fit and proper for employment, respectively.
• Shortlisted candidates must be willing to undergo normal vetting and verification processes.
• Note:
• It is the responsibility of all applicants to ensure that foreign qualifications are evaluated by SAQA.
• Due to large volume of responses anticipated, receipt of applications will not be acknowledged, and correspondence will be limited to shortlisted candidates only.
• Should you not have heard from us within three months from the closing date, please regard your application as unsuccessful.
• Entry level requirements for SMS posts: in terms of the Directive on Human Resource Management and Development on Public Service Professionalisation Volume 1 a requirement for appointment into SMS posts is the successful completion of the Senior Management Pre-Entry programme as endorsed by the National School of Governance (NSG).
• The course is available at the NSG under the name Certificate for entry into SMS and the full details can be obtained by following the below link: https: www.thensg.gov.za/training –course /sms-pre-entry programme/.
• All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview.
• Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity.
• All shortlisted candidates, including SMS, shall undertake two pre-entry assessments.
• One must be a practical exercise, and the other must be an Integrity (Ethical Conduct) Assessment.
• Selection panels shall score both technical exercises as an additional criterion in the interview process.
• Note:
• For emailed applications, please submit a Single PDF document or one attachment per application to the email address designated on the specific position.
• Kindly note that the emailed applications and attachments should not exceed 15MB.
• It remains the candidate’s responsibility to ensure that their application is successfully submitted using the required single pdf document.
• Encrypted document will not be accepted.
• All though an email application option is available, applicants are encouraged to hand deliver their application.
• Important:
• Applicants must submit a separate application for each post applied for, clearly indicating the correct reference number and post title on each application.
• Applicants who apply for more than one post must submit a separate application for each post.
• Failure to comply with this requirement may result in the application not being considered.