Entry Date: 23 Oct 2022
Expiry Date: 06 Nov 2022
The Housing Development Agency (HDA) is a national public sector development agency that acquires and prepares land as well as develop the land and project manage the development of housing and human settlements. We carry out our activities in partnership with a range of stakeholders including national, provincial and local government and municipalities, as well as with communities, developers, financiers and other affected parties. Established in 2009, the Agency was established by an Act of Parliament in 2008 and is accountable through its Board to the Minister of Human Settlements. For more information about the HDA, please visit our website: www.thehda.co.za.
Follow us on Twitter @The_HDA and on Facebook: TheHDA.
The HDA has the following fixed-term contract position:
Office Manager
Location: Head Office - Johannesburg
Reporting Line: Chief Executive Officer
Ref: JHB001068
Main Purpose of Job: To manage and coordinate the efficient operations of the CEO’s Office and support the coordination of all required administrative processes and procedures within the office of the CEO.
Key Responsibility Areas:
Operational and Administration Management
⦁ Establish and maintain all administrative processes and systems in the Office of the CEO
⦁ Establish and maintain systems and processes for the tracking, monitoring and evaluation of the implementation of all documents and Administration in the relevant department/s
⦁ Undertake the quarterly collation of directorate operational reports including the analysis thereof in relation to expected outcomes and deliverables
⦁ Co-ordinate the processes of reporting across the CEO’s Office
⦁ Co-ordinate, facilitate and undertake the processes for writing, submissions, reports and presentations for the CEO’s Office
⦁ Record minutes of meetings for the CEO and ensure follow-up on decisions from meetings
⦁ Co-ordinate submission of performance contracts and assessments for direct reports
⦁ Gather information in support of the CEO when addressing internal or external stakeholders
⦁ Ensure efficient and excellent service delivery from the CEO’s Office
⦁ Ensure all documents are accounted for and retrievable when needed
⦁ Ensure confidentially is maintained at all times
⦁ Write submissions on behalf of the CEO
⦁ Create and maintain a records and document management system for the office of the CEO
⦁ Ensure the CEO’s office maintains a high level of professionalism
⦁ Uphold the HDA values in the department
⦁ Ensure the CEO’s office correspondence, diary Management and travel arrangements is managed effieciently
⦁ Implement a tracking and monitoring system
⦁ Implementation and maintenance of General office management
Document Management
⦁ Facilitate the gathering of relevant information and reports of each unit within the department
⦁ Oversee storage and maintenance of existing documents within the document management system
⦁ Monitor, update and store information and data both manually and electronically as per policy implementation
⦁ Be the document management gatekeeper for the department
⦁ Ensure accurate record keeping for the unit
Reporting
⦁ Provide regular feedback to the CEO regarding operational responsibilities
⦁ Ensure that proper record keeping (statistics) are retained and updated regularly and prepare and submit statistical or statutory reporting as appropriate
⦁ Assist with the preparation of monthly and quarterly reports (procurement/ finance/ performance on Annual Performance Plan).
⦁ Collation of reports
⦁ Development of reports as required
⦁ Development of policy and other related documents as required from time to time
Financial Management
⦁ Ensure compliance and adherence to HDA procurement and finance management processes both internally and as related to service providers
⦁ Coordinate and support the monitoring and tracking of CEO’s Office budget and prepare monthly reports indicating any variances
⦁ Maintain database of service providers, clients and other key stakeholders and track all procurement and contracts of the CEO’s Office and departments
⦁ Manage and follow up on all SCM submissions and requests
⦁ Ensure invoices are submitted on time and paid
⦁ Ensure service provider contracts are at hand
⦁ Managing the office budget and reconciling on a monthly basis
Ad Hoc Administrative Support
⦁ Any other duties which may be assigned from time to time
⦁ Follow up action list must be implemented, and reminders sent
⦁ All corporate deadlines, governance and compliance must be adhered to
⦁ Be the risk champion and assist with the mitigation of risk
⦁ Be the audit champion for the department
⦁ Project management of a specific project as an when required
⦁ Development of process flows.
⦁ Assist with ad hoc tasks and assistance with travel management
Requirements:
⦁ Grade 12
⦁ Relevant Office Administration or Business Administration qualification (diploma)
⦁ A Degree will be an advantage
⦁ 5-8 years’ related experience in a similar role
⦁ Competent and proficient in MS Office packages
⦁ Experience in Administration management
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Please forward your recently updated CV (Clearly marked with the reference number of the position) in a Microsoft Word format to: recruit2@sixsense.co.za
Remuneration Scale: R453 300 – R566 616 per annum (all-inclusive package)
Should you not comply with the above requirements your application will NOT be considered.
Conditions of service:
The HDA is an equal opportunity employer ●Appointments will be made in accordance with the HDA EE policy and preference will be given to people with disability and females ●The HDA reserves the right not to make an appointment.
Closing date for applications: 06 November 2022
CVs received after the closing date will NOT be considered. Kindly take note that if you have not been contacted within fourteen (14) days of the closing date, please consider your application unsuccessful.
Enquiries: Mandy Scullard 010 007 5649 or 061 753 8745
