Office Manager: Office Of The Regional Manager Ref No

POST 25/136 : OFFICE MANAGER: OFFICE OF THE REGIONAL MANAGER REF NO:

SALARY : R487 197 per annum

CENTRE : Kimberly Regional Office

REQUIREMENTS : A minimum of three-year tertiary qualification (NQF Level 06) / National

Diploma in Public Administration/ Management/ Office Management or

equivalent qualification and Appropriate relevant working experience in the

field. A valid driver’s Licence. (Post graduate studies in Management will be an

added advantage). Wide range of office management and administrative tasks,

structure and functioning of the department, conflict management, project

management, Communication (written and verbal), policy analysis and

development, planning and organizing, people management, financial

management, project coordination, problem solving computer literacy,

facilitation and presentation, stakeholder and client liaison, monitoring, report

writing, people orientated, creative, trustworthy, assertive, hard-working, self-

motivated, ability to work independently, ability to work under pressure.

DUTIES : Administrative Management: Day-to-Day operational management of the office

of the Provincial Head. Manage and oversee logistics within the office of the

RM, manage the workflow of the unit. Co-ordinate high-level meetings in all

aspects. Take charge of invitations and RSVP functions etc. Act as formal

channel of communication between office of the RM and other departments

and organisations. Compile briefing notes as well as other documentation to

adequately prepare the RM for such meetings. Staff Supervision: Recruitment,

training and coaching administrative staff, delegating tasks, monitoring and

managing performance of staff in the RM’s Office. Contribute to the

development and promotion of policies and procedures, programmes and

systems under the jurisdiction of the RM. Provide administration support to the

RM with regards to the management of the regional activities. Organise and

attend certain regional meetings. Liaise with relevant stakeholders regarding

outstanding information and issues. Manage due dates of correspondence.

Prepare documentation for meetings, presentations and reports. Coordinate

the preparation and compilation of budget, procurement and cash flow

projections for the region. Undertake research and develop appropriate

policies strategies programmes to be used to promote the region. Ensure

effective document management and correspondence flow within the Office of

RM. Consolidate all Managers’ reports to produce a monthly and quarterly

regional report. Establish and implement effective records and document

management systems. Coordinate responses to and submissions on, all

requests for information from the Office of the RM. Administer office

correspondence, documents and reports. Events Management: planning and

coordinating events within the regional office; Co-ordinate regional workshops

(venues, travel, catering etc.). Financial Management: Manage budget in the

RM’s office. Monitor and report on the financial performance of the region

Facility Management: Ensure that the working environment is clean and safe.

Report and manage repairs in the RM’s quarters, order new furniture and

equipment. Main point of contact for all stakeholders.

ENQUIRIES : Ms R Baulackey Tel No: (053) 838 5202

APPLICATIONS : For Kimberly Regional Office: Email to: RecruitKIM26-19@dpw.gov.za

NOTE : NB: women are encouraged to apply.

A minimum of three-year tertiary qualification (NQF Level 06) / National Diploma in Public Administration/ Management/ Office Management or equivalent qualification and Appropriate relevant working experience in the field. A valid driver’s Licence. (Post graduate studies in Management will be an added advantage). Wide range of office management and administrative tasks, structure and functioning of the department, conflict management, project management, Communication (written and verbal), policy analysis and development, planning and organizing, people management, financial management, project coordination, problem solving computer literacy, facilitation and presentation, stakeholder and client liaison, monitoring, report writing, people orientated, creative, trustworthy, assertive, hard-working, self- motivated, ability to work independently, ability to work under pressure.

Administrative Management: Day-to-Day operational management of the office of the Provincial Head. Manage and oversee logistics within the office of the RM, manage the workflow of the unit. Co-ordinate high-level meetings in all aspects. Take charge of invitations and RSVP functions etc. Act as formal channel of communication between office of the RM and other departments and organisations. Compile briefing notes as well as other documentation to adequately prepare the RM for such meetings. Staff Supervision: Recruitment, training and coaching administrative staff, delegating tasks, monitoring and managing performance of staff in the RM’s Office. Contribute to the development and promotion of policies and procedures, programmes and systems under the jurisdiction of the RM. Provide administration support to the RM with regards to the management of the regional activities. Organise and attend certain regional meetings. Liaise with relevant stakeholders regarding outstanding information and issues. Manage due dates of correspondence. Prepare documentation for meetings, presentations and reports. Coordinate the preparation and compilation of budget, procurement and cash flow projections for the region. Undertake research and develop appropriate policies strategies programmes to be used to promote the region. Ensure effective document management and correspondence flow within the Office of RM. Consolidate all Managers’ reports to produce a monthly and quarterly regional report. Establish and implement effective records and document management systems. Coordinate responses to and submissions on, all requests for information from the Office of the RM. Administer office correspondence, documents and reports. Events Management: planning and coordinating events within the regional office; Co-ordinate regional workshops (venues, travel, catering etc.). Financial Management: Manage budget in the RM’s office. Monitor and report on the financial performance of the region Facility Management: Ensure that the working environment is clean and safe. Report and manage repairs in the RM’s quarters, order new furniture and equipment. Main point of contact for all stakeholders.

For Kimberly Regional Office: Email to: RecruitKIM26-19@dpw.gov.za NB: women are encouraged to apply. 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, including the SMS, shall undertake two pre-entry assessments. One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment. OTHER POSTS

Applications: RecruitKIM26-19@dpw.gov.za