Administration Officer (12 Months Contract)

Administration Officer (12 Months Contract)

Phaki Personnel Management Services
Pretoria, Gauteng
Closing Date 03 July 2023

Job Description


  • To render administrative support to the Deputy Director-General.


  • National diploma NQF 6 in Public Administration / Office Management and Technology/ Business Management

Financial administration and coordination DDGs office

  • Monitor monthly expenditure patterns and trends to budget projections.
  • Reconcile expenditure projection with the actual spending.
  • Coordinate financial planning processes.
  • Complete relevant documentation for transfer of funds.
  • Process payment for procurement of goods and service.

Administration support

  • Administer documents and check for compliance in line with the required organisation standard (formatting etc.) or government prescripts.
  • Monitor outgoing and incoming documentations and monitor compliance as outlined by various units.
  • Draft routine letters, memos, reports, submissions etc.
  • Provide secretariat services in the meetings when required.
  • Diary management
  • Conduct logistical arrangements i.e. travel arrangements, booking of venues, caterings etc.
  • Coordinate and consolidate monthly, quarterly, annual plans and reports within the DDG.

Project administration

  • Provide assistance in developing project plans and capture progress in the projects’ cycle.
  • Track progress on programme issue log and risk log with relevant project team members internally or externally and issue reminders and follow up actions.
  • Compile updated progress feedback letters based on the project’s schedules and progress meetings.
  • Identify and compiled possible project risks and compile reports for management action.
  • File and maintain updated records of projects e.g. financial expenditure, reports, memos, letters, contract status schedule.
  • Receive and check documents and letters compiled by the stakeholders, implementing units and ensure that they are processed accordingly.

Documents and records keeping

  • Keep records and ensure that they are easily accessible within the DDGs office.
  • Maintain filing system manual and electronic within DDG.
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