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

• 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

• 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

• 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

• 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

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

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