Team Assistant: Quality Assurance & Accreditation needed at National School of Government

REQUIREMENTS :

• A recognised National Diploma or equivalent (NQF level 6) in Office Administration, Business or Public Administration, Information Science, Project Management or related field.
• Experience: Two (2) to three (3) years relevant experience in administration field.

DUTIES :

• Providing administrative support for the team in the implementation of the Accreditation Sub-Directorate processes. Plan, organize and monitor administrative activities pertaining to the Accreditation Management Directorate. Schedule accreditation stakeholder meetings, workshops, and forums.
• Draft letters, memoranda, reports, and submissions as may be required as well as dissemination of information to stakeholders. Manage the electronic filing system for the accreditation management data. Provide general administrative support in the implementation of quality assurance system.
• Schedule quality assurance committee meetings, workshops, and forums. Prepare accurate minutes of the quality assurance committee meetings according to set deadlines and the dissemination thereof. Provide administrative support to the Quality Assurance Sub-Directorate, including updating the tracking grid, packaging and dissemination of documents to the committee members and processing and management of documentation (electronic document management).
• Support the Chief Directorate in managing quality assurance data, adherence to SOP, processing all quality assurance documents for approval by the Chief Director.
• Schedule quality assurance approval meetings with the office of the Deputy Director General. Prepare accurate approval minutes and decision lists and ensure proper follow up of the Committees decisions. Provide administrative support to the Chief Directorate for approval meetings, including updating the tracking grid, packaging, dissemination of documents to the committee members and processing and management of documentation (electronic document management).
• Process documents and arrange meetings for the handover meeting with the relevant Chief Directorates. Support the Chief Directorate in manage and maintain approved qualifications, courses, and programmes, and accurate backup and electronic filling of the documents. Provide administrative and project management support to professionalization project and other relevant forums. Set up preplanning meetings, webinars, disseminate invitations to internal and external stakeholders.
• Manage the webinars and track attendance and keep accurate records for meetings and webinars. Maintain working relationships with key stakeholders (public sector institutions, higher education institutions, professional associations national and provincial departments, and private sector). Network and collaborate with all internal business units to ensure mutually beneficial relationships that serve the interests of the NSG.
• Manage the calendar of the Chief Director, including discretion on acceptance of meetings, adequate preparations for meetings and secretariat support. Co-ordinate all documentation relevant to budget management of the chief directorate, including funding requirements, procurement planning, payments to service providers and petty cash.
• Co-ordinate all documentation relevant to human resource management and development of the chief directorate, including leave management, performance management and skills development. Plan and co-ordinate domestic and international travel, including approval, itineraries, and claims. Manage a compliance and management reporting calendar for the chief directorate to Ensure timely and accurate reporting. Manage logistical arrangements for all meetings, including venue, catering, and equipment.