Job Purpose:

To render administrative support with the view of enhancing the quality   of performance of the Office of the Senior Manager

Responsibilities:

Financial administration and coordination

• Monitor monthly expenditure patterns and trends to budget projections within the Programme.


• Coordinate the contract management document register


• Coordinate financial planning processes.


• Check relevant documentation for transfers of funds


• Analyse budget expenditure report and attend to discrepancies with finance for the ODDG: TI.


• Interact with finance budget coordinators to manage Programme expenditure.


• Updated Programme cash flow report with monthly expenditure.


• Up to date contract management register and signed contracts filed electronically on Alfresco.


• Financial plans coordinated and budget consolidated.


• Documentation checked and proof of DDG signature recorded.


• Budget discrepancies identified and response drafted to resolve the matter.


• Financial expenditure reports received and spreadsheet updated.

 Administrative Support

• Administer documents and check for compliance in line with the required standard (formatting etc.) or prescripts.


• Monitor outgoing and incoming documentations and monitor compliance.


• Draft routine letters, memos, reports, submissions etc.


• Provide secretariat services in the meetings when required.


• Provide secretariat service and diary management to the Director.


• Distribute incoming DG and Ministerial memos to the Programme and follow up on return date memos.


• Coordinate and consolidate monthly, quarterly, annual plans and reports within the Programme.


• Make follow up on submissions and activities that need to be submitted.


• Assist with requests from other Programmes within the DST


• Assists with reminding colleagues of documentation that are due for top management meetings and check documents for compliance.


• Document received and checked for processing in line with standard operating procedure.


• Register of incoming and outgoing documents updated and monitored.


• Documents drafted and submitted for processing.


• Minutes of the meeting, packs etc.


• Secretariat services and Director Diary managed.


• Memos distributed and followed up on and registered in a spreadsheet


• Reports coordinated, consolidated and submitted.


• Tracked submissions and document submitted on time.


• Timely response to other Programmes’ requests.


• Programme 2 top management meeting documents submitted on time and in the correct format.

 Events coordination

• Provide support and inputs during plenary meetings for various events, workshops etc.


• Inputs provided during plenary of events, workshops etc.

Documents and records keeping

• Keeping records and ensure that they are easily accessible within Programme 2.


• Maintain filing system on Alfresco.


• Updated records keeping and spreadsheet.


• Easily accessible filling system maintained (electronically).

Minimum requirements:

• 3 years experience in Office Administration


• National Diploma or degree Public Administration/Public Management

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