Reference: JHB001711-G-1
Position: Secretariat & Logistical Support Officer
Location: Office of the Director-General
Employment Type: Full-Time
Job Purpose:
To provide secretariat and logistical support within the Office of the Director-General, ensuring the smooth coordination of executive meetings, records management, and administrative functions.
Key Responsibilities:
Secretariat Support for Executive Meetings
- Assist in compiling and drafting agendas for EXCO, OPCO, SMS, Extended EXCO, and MMM meetings.
- Source agenda items from previous minutes and action lists.
- Send daily reminders for the submission of supporting documents.
- Coordinate and distribute meeting packs and supporting materials.
- Take and draft minutes of executive meetings in the absence of the Deputy Director: Secretariat.
Logistical Support for Executive Meetings
- Send out meeting links to executive members.
- Source and secure external venues, including obtaining necessary quotations and documentation (e.g., VA26 forms).
- Manage the flow of presentations during meetings.
- Ensure proper venue setup, functional PA systems, and microphone circulation.
- Distribute attendance registers and communicate any meeting updates or changes.
- Arrange and prepare refreshments for executive meetings.
Coordination of ODG Unit Meetings & Planning Sessions
- Request agenda items and compile/draft agendas.
- Coordinate and distribute meeting packs and supporting documents.
- Draft and file minutes of ODG unit meetings and planning sessions.
- Ensure minutes are signed and securely filed.
Management of Cabinet Memos & Ministerial Briefing Notes
- Distribute external Cabinet memos to relevant programmes.
- Consolidate various inputs into a single briefing document for the Minister and Deputy Minister.
- Follow up with programmes to ensure timely submission of inputs.
- Maintain and secure records of Cabinet memoranda and briefing notes.
- Monitor Cabinet minutes and extract key decisions relevant to the company.
- Assist in preparing reports on Cabinet briefings for tabling at Opco and EXCO on a quarterly basis.
Administrative Support & Records Management
- Capture, manage, and retrieve incoming and outgoing documents.
- Maintain a classified documents register for Cabinet memoranda.
- File executive meeting packages manually and electronically.
- Maintain and update the Company Cabinet Memo Decision Database.
- Keep attendance registers and download meeting recordings for safekeeping.
- Organize and maintain a folder of all executive meeting presentations.
Job Requirements:
Experience:
- 2-3 years of experience in secretariat support, administration, and records management.
Qualifications:
- A three-year National Diploma or Degree (NQF Level 6) in Office Management, Public Administration, Business Management, or a related field.
Remuneration:
- Annual package (To be discussed during the hiring process).
- Only shortlisted candidates will be contacted.
This version is more structured, professional, and engaging while retaining all critical details. Let me know if you’d like any refinements!
