Job Purpose

• To plan, manage and monitor the implementation of Office of the Deputy Commissioner activities and end-to-end processes by providing high level administrative support to the office through quality controlling administrative processes and coordinating business unit resources and facilitate the execution of core business unit processes and projects, in order to deliver on approved operational plans and to continuously enhance service delivery as an office.

Education and Experience

Minimum Qualification & Experience Required

• Bachelor’s Degree / Advanced Diploma (NQF 7) in Business Administration / BTech (Office Admin) AND 5-7 years’ experience in Executive Office Management, of which 2 years at an Administrator or Coordinator level.

Alternative Qualification and Minimum Experience

• Senior Certification (NQF 4) with 10 years’ experience in Executive Office Management, of which 2 years at an Administrator or Coordinator level.

Minimum Functional Requirements

• Ability to work in a changing environment
• Must cope with will under prolonged pressure
• Functioning in a team while being self-driven and independent
• Willing to work extended hours
• Be on standby at any time for emergencies. 

Job Outputs:

Process

• Accumulate information to report on work progress and use for decision making purposes and the identification of improvement opportunities. (I)
• Apply practical and applied knowledge and act authoritatively on methods, systems and procedures to identify trends and potential risks. (I)
• Communication of situational interpretation and judgement of work outputs and queries in area of specialisation. (I)
• Correctly apply policies, practices, standards, procedures and legislation in the delivery of work outputs. (I)
• Create and maintain a confidential filing system, control and retrieval of documents for the Deputy Commissioner.
• Deliver a support service which require greater emphasis on timelines and or cost effectiveness.
• Draw on own knowledge and experience to diagnose symptoms, causes and possible effects in order to solve emerging problems. (I)
• Ensure effective and efficient diary and events management and continuously liaise with fellow office support staff supporting the Deputy Commissioner.
• Executive level liaison at Ministerial and Commissioner level.
• Initiate process and procedural change, implement the change and provide guidelines and support related to new requirements because of the change. (I)
• Manage and maintain customer relations by the successful delivery of projects as well as providing continuous feedback and reporting.
• Perform administrative tasks to support the Deputy Commissioner on a day-to-day basis, including but not limited to travel arrangements and subsistence claims, arranging accommodation and car hire bookings.
• Perform administrative tasks to support the Deputy Commissioner on
• Plan for value-added process improvements, initiatives and services to deliver on operational strategy and objectives. (I)
• Assist with the preparation and management of reports, correspondence and documents for the Commissioner.
• Render secretarial support to the Deputy by receiving visitors, clients, and provide client feedback where necessary.
• Conform to and support the document management process in the office.
• Support the deployment of resources appropriately and anticipate and resolve problems to ensure that tactical targets are achieved within agreed deadlines and standards.

Governance

• Implement and provide input into the development of governance, compliance, integrity and ethics processes within area of specialisation

People

• Develop and maintain productive working relationships with peers and team members to achieve predefined objectives.
• Search for, integrate and share new knowledge attained through formal and informal learning opportunities in the execution of your job.

Finance

• Adhere to organisational policies and procedures to ensure cost effectiveness and reduction of financial costs.

Client

• Contribute to a culture of service excellence, which builds positive relationships and provides opportunity for feedback and exceptional service.
• Provide authoritative, specialist services, expertise and advice to internal and external stakeholders.

Behavioural competencies

• Accountability
• Analytical Thinking
• Attention to Detail
• Commitment to continuous learning
• Conceptual Ability
• Fairness and Transparency
• Honesty and Integrity
• Organisational Awareness
• Problem Solving and Analysis
• Respect
• Trust

Technical competencies

• Administrative Support
• Business Knowledge
• Clerical Skills (Fundamental)
• Efficiency Improvement
• Events, Meetings or Task Coordination
• Functional Policies and Procedures
• Implementation and follow through
• Project Management
• Quality Orientation
• Relationship Building
• Reporting
• Service Delivery
• Creative and Innovative Thinking
• Interpersonal Understanding

Deadline:5th September,2025