Deputy Director: Logistical Office Support

Job Description

Oversee logistical and office support services as a Deputy Director at the Gauteng Department of Infrastructure Development. This role involves managing registry, transport, and secretariat services, ensuring compliance with national standards, and streamlining operations across departmental buildings. Ideal for a leader with a passion for efficient administration and stakeholder coordination.

Requirements

• An undergraduate qualification (NQF 6)/Degree (NQF 7) in Logistics Management/Administration/Office Management/Public Administration/Public Management as recognised by SAQA
• A minimum of 5 years relevant experience in office support services, of which 3 years must be at junior management level
• A valid driver’s license

Responsibilities

• Develop policies and processes for office support and auxiliary services
• Provide and maintain internal record management services
• Maintain the File Plan
• Provide centralized registry and driver/messenger services
• Render food and office support services
• Provide reproduction and mass printing services
• Provide reception, telephonic, and switchboard services
• Manage the coordination of Tele-directory communications
• Manage frontline reception desk services to departmental internal and external clients
• Develop a master plan to manage the logistics of all DID buildings
• Perform contract management functions for internal projects in the Directorate
• Develop full review report for gap analysis and intervention strategies
• Set minimum standards for registry services and transport services
• Establish appropriate service provider and contractor databases
• Manage physical and electronic information and records
• Manage administration and coordination of the electronic management system, manage e-submissions and workflows
• Manage registry per the National Archives Act
• Develop a transport services blueprint
• Manage the daily rendering of messenger and courier services
• Manage mass reproduction functions
• Provide professional secretariat services for executive meetings and executive committees
• Manage rendering of departmental Diaries services
• Ensure the Terms of Reference (ToRs) and Charters for management meetings are adopted, approved, and updated as necessary
• Ensure compliance with the Management and Performance Management Tool (MPAT) reporting timelines
• Ensure that request for meetings documents are submitted to managers within deadlines
• Quality control of documents received from managers and forwarded for approval
• Ensure that documents received comply with the standard template for management meetings
• Ensure that documents are produced and packs distributed to relevant stakeholders
• Ensure that all received documents for meetings are circulated to managers
• Ensure that meeting proceedings (e.g., minutes taking and action list/urgent decisions) are drafted and circulated to managers
• Ensure that recorded decisions are communicated timeously to the respective managers for implementation
• Ensure that follow-ups on the action list are done with respective managers and that the consolidated action list of inputs is received from managers
• Maintain a record of decisions for each meeting
• Ensure that adopted minutes of each financial year are approved and archived
• Ensure that meetings are recorded and audio recordings are kept safely for future reference