Assistant Director: Professional Secretariat Services

Job Description

Lead secretariat services as an Assistant Director at the Gauteng Department of Infrastructure Development. This role involves overseeing the preparation of agendas, minutes, and procurement committee documentation, ensuring compliance and quality standards. Ideal for a professional with supervisory experience, dedicated to facilitating efficient decision-making processes in the public sector.

Requirements

• An undergraduate qualification at NQF Level 6/7 in Supply Chain Management/Economics/Accounting/Public Administration
• A minimum of 3 years’ experience, of which 2 years should be at supervisory level
• Knowledge of the Public Service Regulatory Framework
• Knowledge of the departmental Strategy

Responsibilities

• Supervise preparation and issuing of agendas for different procurement Committees and meetings
• Coordinate completion of attendance registers and capturing of minutes of meetings
• Validate the correctness and professional quality standards of the minutes before being issued
• Notify the Accounting Officer, Auditor General, and Provincial Treasury if the Bid Adjudication Committee recommends a different bidder than the one recommended by Bid Evaluation Committee
• Coordinate the recordings and safekeeping of all agendas and minutes and follow-ups with the relevant stakeholders on the implementation of decisions recorded in minutes
• Supervise the development and updating of a database with contact details of all members of the SCM committees
• Quality assure submissions of BAC
• Coordinate circulation of decisions of BAC
• Supervise filing of minutes and other administrative documentation
• Sign performance agreements for subordinates based on approved Job Descriptions, Strategic and Annual Performance Plans of the Department
• Manage subordinates and maintain discipline
• Manage training and development of subordinates according to agreed training interventions
• Manage the provision of equipment required by subordinates for achievement of outputs in their respective Job Descriptions
• Provide regular verbal and written feedback aligned to quarterly performance assessments to subordinates on performance
• Mentor and coach subordinates
• Determine the Human Resources needs for subordinates in consultation with Corporate Services
• Develop and update the service delivery and work plan for subordinates
• Provide sufficient guidance to subordinates in terms of the service delivery plan, work plans, core business roles, and priorities of the Department through quarterly subordinate meetings
• Manage skills transfer between subordinates and outside technical assistants and/or consultants
• Plan and allocate work responsibilities and processes to control work performance including quality assurance