Deputy Director: Administration Support and Coordination x1
Job Details
Post Number: 39/257
Job Title: Deputy Director: Administration Support and Coordination
Reference Number: H/D/19/2026
Salary: R932 292 – R1 098 195 per annum
Salary Package: All-inclusive package consisting of 75% basic salary and 25% flexible portion, which may be structured in accordance with applicable rules.
Medical Aid: Optional, subject to prescribed requirements.
Location: Corporate Office, Bloemfontein, Free State
Minimum Qualification: Matric plus a Diploma in Management, Public Administration or an equivalent qualification at NQF Level 6 recognised by SAQA.
Minimum Experience: At least three years’ experience at management level (Assistant Director level).
Enquiries: Mr M Mokhachane – 083 386 8333
Closing Date: Not specified in the supplied advert.
Job Description
The Deputy Director: Administration Support and Coordination will oversee administrative, logistical and coordination functions within the Office of the Executive Authority. The successful candidate will be responsible for managing document flow, correspondence, records, procurement, budgeting and registry operations.
The role also involves coordinating Cabinet and Executive Council matters, supporting communication between senior managers and the Executive Authority, monitoring decisions and deadlines, and supervising employees to ensure efficient and effective service delivery.
Key Responsibilities
1. Administrative Systems and Document Management
Develop, implement and maintain systems, registers and databases to monitor document flow within the Office of the Executive Authority.
Compile correspondence, submissions and Cabinet memoranda when required.
Review, edit and provide comments on submissions for consideration by the Executive Authority.
Develop and maintain an effective filing system.
Manage the office registry.
Ensure that documents are classified and handled according to the applicable Management Information System (MIS) requirements.
Manage the distribution of memoranda to Cabinet or Executive Council members.
Coordinate the distribution of documents and submissions to the relevant legislature and standing or portfolio committees.
2. Coordination and Executive Support
Coordinate the activities of the Office of the Executive Authority.
Brief the Chief of Staff on portfolio matters appearing on Cabinet or Executive Council agendas.
Liaise with senior managers in institutions falling under the Executive Authority’s portfolio.
Keep records of Cabinet and Executive Council decisions.
Alert the Chief of Staff and Executive Authority to actions required and their respective deadlines.
3. Financial and Logistical Management
Manage the procurement and maintenance of office equipment.
Administer the budget of the Office of the Executive Authority.
Manage logistical support within the office.
Ensure that administrative resources and equipment are effectively managed.
4. Human Resources and Supervision
Provide general supervision to employees in the Office of the Executive Authority.
Conduct quality control of work delivered by supervisees.
Advise employees on all aspects of their responsibilities.
Serve as the formal disciplinary authority in relation to supervisees.
Ensure that employees receive appropriate training and development.
Promote efficient and effective performance within the office.
Requirements
Qualifications and Experience
Matric certificate.
Diploma in Management, Public Administration or an equivalent qualification at NQF Level 6, recognised by SAQA.
At least three years’ experience at management level, specifically at Assistant Director level.
Knowledge
Broad knowledge and understanding of the functional areas covered by the Executive Authority’s portfolio.
Working knowledge of South African political and parliamentary processes.
Public Service Regulations, 2016, as amended.
Public Service Act (PSA).
Public Finance Management Act (PFMA).
Labour Relations Act (LRA).
Skills and Competencies
Presentation skills.
Planning and organising.
Time management.
Communication skills.
Computer literacy.
Financial management.
Problem-solving skills.
Administrative and coordination skills.
Leadership and supervisory abilities.
Document and records management.