VACANCY. POSITION: MANAGER: EXECUTIVE SUPPORT x1 JOB LEVEL: 6 DURATION 3 YEAR CONTRACT REGION: NATIONAL OFFICE PORTFOLIO: CSU

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1 VACANCY 03 July 2015 POSITION: MANAGER: EXECUTIVE SUPPORT x1 JOB LEVEL: 6 DURATION 3 YEAR CONTRACT REGION: NATIONAL OFFICE PORTFOLIO: CSU PURPOSE: To provide strategic and administrative support to the Executive Head. REPORTING: This position reports to the Executive Head: CSU 1

2 KEY PERFORMANCE AREAS (KPAs) / MAIN OBJECTIVES KPAs / MAIN OBJECTIVES Office management Document compilation Systems development Project management Administrative support Records management General management

3 JOB DESCRIPTION KEY RESPONSIBILITIES AREAS Office management Document compilation Systems development KEY RESPONSIBILITIES Ensure the development, implementation and maintenance of effective and confidential office management practices, procedures and standards. Brief the Executive on all relevant issues regularly including unresolved issues that must be addressed. Maintain inter-unit relations on behalf of the Executive. Represent the Executive s office on delegated meetings. Act as a liaison between the Office of the Executive and the general public, including staff. Prepare reports, presentations, proposals and other related material for the Executive and support the delivery of the same. Support the Executive in the preparation of all documentation required for key engagements and decision making. Develop delegated written material on behalf of the Executive. Review and summarise documents, reports and other material for the Executive. Develop/ review and implement administrative and office management systems, and procedures in line with the organisation s policies and regulations. Review proposed policies, procedures, systems and related instruments and advise the Executive on adoption and/or implementation of the same.

4 Project management Administrative support Undertake assigned complex administrative projects and tasks that require the development and achievement of agreed objectives. Work directly with sub-unit managers on day-to-day issues, special projects and major problems to design solutions and implement programmes. Manage implementation of projects initiated by the Executive including: Project initiation Project planning Implementation Monitoring and reporting Project closure Ensure the provision of high standard executive function including: o diary management and associated activities, o coordination and control of meetings, o agenda setting and minutes, o arranging travelling, accommodation and preparation of itineraries. Provide administrative support including researching and drafting responses to queries. Provide advice to the Executive on administrative standards and procedures. Ensure high standards of client service. Advise the Executive on various issues and discussions with the public and staff members requiring his/her direct immediate attention. Handle and prioritize all incoming and outgoing communication.

5 Records management General management Ensure necessary records that readily provide current, accurate and accessible information are maintained. Coordinate and control the recording of all correspondence. Maintain a reliable filing and records management system for all confidential material. Direct communication and coordination on behalf of the Executive Ensure achievement of functional goals and targets. Manage Executive office-related performance threats. Manage the alignment of the office s mandate with Unit goals (clearly define, interpret, communicate and manage). Provide support in the management of different Unit stakeholders. Draft and manage office budget and institute effective control measures. Manage the application of requisite resources to achieve office goals. Compile office and support compilation of Unit performance reports in accordance with the organization s governance protocol. Manage office and support unit risk management, statutory compliance and other governance matters.

6 APPOINTMENT REQUIREMENTS / LEARNING INDICATORS COMPETENCY TYPE APPOINTMENT REQUIREMENTS DESCRIPTION A minimum of a 3 year Bachelors degree (NQF 6) with specialisation in Business Formal Qualifications Administration, Public Administration, Management or related fields A formal qualification in project management will be an added advantage. Job Related Work Experience A minimum of 10 years experience in the Office management and business administration environment, 3 of which were in Executive support role Office Administration Document management Project management Specific job competencies and Knowledge Event management Budget management Policy development Facilitation Governance Compliance Planning Communication Job related skills Coordinating Administrative Interpersonal

7 COMPETENCY TYPE Personal attributes DESCRIPTION Writing Document management Problem solving Decision Making Time management Confidentiality Approachable Professionalism Results Oriented Quality oriented Decisive Proactiveness Business orientation Persuasive Supportive Sense of urgency Initiative Integrity Confidence Interested persons are invited to submit their applications together with a detailed CV to before the close of business on 10 th July 2015.

8 REGRETTABLY, ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED

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