OFFICE ADMINISTRATOR: DIRECTORATE CIVIL AND WATER

Kouga Local Municipality is committed to the prescripts of the approved Employment Equity Plan and invites suitably qualified applicants to submit a detailed application for the following position.

• Relevant NQF level 6 qualification in Secretarial/ Public Administration Diploma;
• 3 years relevant experience as Office Administrator in a similar position;
• Secretarial skills at a senior level, some of which should preferably have been gained in a local government environment;
• Proficiency in minute taking and undertaking of independent research;
• Attention to detail and consistently upholding excellent office administration;
• High level computer literacy, use and execution of Microsoft Office Applications;
• Sound communication skills (oral and written);
• Excellent planning skills, agility and adaptation to a dynamic work environment;
• Must be able to work under severe pressure;
• Must be able to speak, read and write in at least two of the official languages in Kouga Municipality (Afrikaans, English, Xhosa).

R.07 - R.19 Per Annum

• Implements specific tasks/activities associated with the provision of Secretarial support and personal assistance to the Director: Civil and Water Services;
• Maintains and accesses records of meetings and discussions, instructions and correspondence;
• Schedules, confirms and updates the diary/calendar of the Director: Civil and Water Services and indicates priority/urgent meetings, correspondence and emails requiring attention;
• Accumulates data, captures and formulates it into presentations, reports and portfolio items;
• Liaises with Managers to ensure adherence to all administrative requirements, action sheets and reports required from the Director: Civil and Water Services;
• Adheres to daily and weekly updates of data, records and statistics;
• Liaises with visitors at the Director: Civil and Water Services office, and attends to their queries and nature of the visit;
• Attends to the ordering of office supplies, printing and photocopying;
• Liaises with scribes and role-players to ensure that the Portfolio Minutes are signed off and returned to scribes;
• Peruses Council and Committee Agenda and Minutes of Meetings and identifies items associated with the Director: Civil and Water Services;
• Updates the correspondence register inserting reference numbers and subject of correspondence received and in circulation and/or seeks information and approval of and communicates response established for specific or routine matters;
• Prepares notification, agendas and minutes for specific office events (Council/Executive Committee, Internal Meetings) and attends to the distribution and/or arrangement for the collection of documentation prior to scheduled meetings;
• Maintains a stock of standard forms and stationery and completes requisition orders to facilitate the replenishment of items prior to depletion;
• Performs specific tasks/activities associated with the provision of Secretarial support and personal assistance to the Director: Civil and Water Services;
• Procures specific items as requested by the Director: Civil and Water Services.

As per standard conditions of service.

• Canvassing of councillors;
• Submission of fraudulent qualifications and/or documents.

The Municipality reserves the right not to make an appointment.

Preference will be given to applicants residing within the Kouga area of jurisdiction.