Snr Admin Officer – ERWM22786

Full Job Description:

Administrative Officer (Permanent)

Location: City of Ekurhuleni

The City of Ekurhuleni, a dynamic and forward-thinking metropolitan municipality, is seeking a highly motivated and experienced individual to join our dedicated team as a Permanent Administrative Officer. This pivotal role offers a fantastic opportunity to contribute to the efficient functioning of a critical department within our organization, directly impacting the services we provide to our vibrant community. Located within the bustling and diverse landscape of Ekurhuleni, this position provides a stimulating work environment and ample room for professional growth and development.

Remuneration: R 494,016.00 to R 677,664.00 – Basic salary per annum (plus comprehensive benefits)

We recognize the value of skilled administrative professionals and offer a competitive remuneration package designed to attract and retain top talent. The salary range of R 494,016.00 to R 677,664.00 per annum reflects our commitment to fair compensation, with individual placement within this range determined by qualifications, experience, and demonstrated capabilities. In addition to this attractive basic salary, the successful candidate will be entitled to a comprehensive benefits package, which typically includes contributions to a provident fund, medical aid, and other employee welfare schemes, ensuring your financial well-being and peace of mind.

Assignment Type: Permanent

This is a permanent, full-time position, offering stability and the opportunity to build a long-term career within the City of Ekurhuleni. We are invested in our employees and seek individuals who are committed to making a lasting impact and growing with our organization.

Minimum Requirements:

To be considered for this vital role, applicants must meet the following essential criteria:

• National Diploma in Public Administration or related fields: A foundational qualification in Public Administration provides the necessary theoretical understanding of government operations, public policy, and administrative principles. Related fields may include Business Administration, Office Management, or relevant social sciences, provided they demonstrate a strong emphasis on administrative processes and organizational efficiency. We are looking for candidates with a solid academic grounding that underpins their practical abilities.
• 1-3 years’ relevant experience in a similar environment: Practical experience is crucial. We are seeking individuals who have accumulated 1 to 3 years of hands-on experience in an administrative capacity, preferably within a public sector, large corporate, or similarly complex organizational environment. This experience should demonstrate a proven ability to manage office operations, coordinate communications, maintain records, and handle administrative challenges effectively. Candidates with experience in municipal or governmental settings will be particularly well-suited.

Core Responsibilities:

The Administrative Officer will play a central and multifaceted role in ensuring the smooth and effective operation of the department. Key responsibilities will include, but are not limited to:

• Oversee day-to-day office operations, ensuring efficiency and productivity: This involves taking a proactive approach to managing the daily flow of administrative tasks, optimizing workflows, and implementing best practices to maximize departmental output. The successful candidate will be responsible for ensuring that all administrative functions are executed efficiently, from managing supplies and equipment to coordinating meetings and travel arrangements.
• Supervise and mentor administrative staff, providing guidance and support: As a key member of the administrative team, you will be expected to provide leadership and support to junior administrative staff. This includes delegating tasks, offering constructive feedback, conducting performance reviews, fostering a collaborative work environment, and contributing to their professional development.
• Coordinate communication between departments, divisions, and management and external stakeholders: This role requires exceptional communication and interpersonal skills. The Administrative Officer will act as a central point of contact, facilitating clear and timely communication across various internal departments and divisions, upwards to management, and externally with the public, suppliers, and other relevant organizations. This involves drafting correspondence, scheduling meetings, and ensuring information flows seamlessly.
• Find solutions and implement complex administrative issues in the Department: Proactivity and problem-solving are critical. You will be expected to identify administrative bottlenecks, analyze complex issues, develop practical solutions, and implement these solutions effectively to improve departmental efficiency and service delivery. This may involve process re-engineering, technology adoption, or policy adjustments.
• Develop, implement, and maintain administrative policies and procedures: The Administrative Officer will be instrumental in establishing and refining the administrative framework of the department. This includes developing clear, concise, and user-friendly policies and procedures that ensure consistency, compliance, and operational excellence. Regular review and updates of these documents will also be a key responsibility.
• Maintain accurate and up-to-date records both physically and digitally: Meticulous record-keeping is paramount. You will be responsible for establishing and maintaining robust filing systems, both physical and digital, ensuring the integrity, accessibility, and confidentiality of all departmental documents and data. This includes adherence to all relevant data protection and information management regulations.
• Prepare and submit reports, including statistical analysis and data visualization: The ability to gather, analyze, and present data effectively is essential. You will be tasked with compiling various reports, often involving the extraction and interpretation of statistical data, and presenting this information clearly and concisely, potentially utilizing data visualization tools to highlight key trends and insights for management decision-making.
• Work closely with other departments, providing administrative support and guidance: This role demands a collaborative spirit. You will frequently interact with and provide administrative assistance and expert guidance to other departments, fostering inter-departmental cooperation and ensuring that administrative best practices are shared and implemented across the organization.
• Develop and maintain the operational process relevant to the area of accountability: Continuous improvement is a core expectation. You will be responsible for reviewing and optimizing the operational processes within your area of accountability, identifying areas for enhancement, and implementing changes that lead to greater efficiency and effectiveness.
• Maintain the Department’s asset registers of immovable, movable assets and inventories: Accurate asset management is crucial for financial accountability and operational planning. You will be responsible for maintaining comprehensive and up-to-date registers of all departmental assets, including both immovable properties and movable equipment, as well as managing inventory records to ensure proper tracking and utilization of resources.
• Attend to Governance and risk management activities in the Division: The Administrative Officer will play a supportive role in ensuring adherence to good governance principles and assisting with risk management activities within the division. This may involve documenting processes, assisting with audits, and ensuring compliance with relevant legislative and regulatory frameworks.

Interested candidates whose background and experience match these challenging and exciting positions are invited to apply using an online application system attached to the advertisement on the website of the City of Ekurhuleni (www.ekurhuleni.gov.za).

We strongly encourage all qualified and enthusiastic individuals to seize this exceptional opportunity to contribute to the public service. To apply, please navigate to the official City of Ekurhuleni website, locate the careers section, and follow the instructions for submitting your application through our secure online portal. Please ensure all required documentation is accurately completed and submitted by the stipulated deadline.

Enquiries: Tel: 0860 54 3000

For any queries regarding the application process or the specifics of this vacancy, please do not hesitate to contact our dedicated recruitment team during business hours. Our representatives are available to provide assistance and clarify any uncertainties you may have.

Candidates may be requested to submit proof of the NQF level applicable to the qualifications they have obtained.

To ensure the integrity and validity of qualifications, shortlisted candidates may be required to provide official documentation confirming the National Qualifications Framework (NQF) level of their academic achievements. This is a standard procedure to verify the authenticity and equivalence of educational credentials.

Revised Passage:

Applicants are kindly reminded that the City of Ekurhuleni adheres to a strict and transparent recruitment process designed to ensure fairness and efficiency. Therefore, if you have not received any official communication from the City of Ekurhuleni regarding the status of your application within six (6) to eight (8) weeks following the stipulated closing date for the vacancy, you should, regrettably, consider your application as having been unsuccessful on this occasion. We understand the anticipation involved in job applications and endeavor to notify all candidates, but due to the high volume of submissions we often receive, individual notifications to unsuccessful applicants may not always be feasible within this timeframe.

Furthermore, it is imperative to note that the City of Ekurhuleni is an unwavering advocate for, and operates in full compliance with, the principles enshrined within the Employment Equity Act (No. 55 of 1998). This commitment is central to our recruitment philosophy, ensuring that we actively strive to redress historical imbalances and promote diversity within our workforce across all occupational levels. In light of these foundational principles, and in the best interests of the City, the City of Ekurhuleni explicitly reserves the sole and absolute right to appoint, not appoint, or to appoint laterally. This discretion allows us to make informed decisions that align with our strategic objectives, operational needs, and our overarching commitment to fostering a representative and highly skilled team. We appreciate your understanding of these critical aspects of our hiring process and thank you for your interest in contributing to the City of Ekurhuleni.

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