Requirement Overview
The purpose of this role is to provide a comprehensive strategic and administrative support to the executive leader thereby enabling the smooth running of the executive office.
The incumbent is responsible for effective co-ordination, management, tracking, monitoring, and reporting on all tactical components of the office
Furthermore the role would need to ensure a high quality of work of all functional components for the executive leadership in effectively achieving the organisational strategic objective as well as the portfolio strategic objectives as per the Balance Score Card (BSC) thereby promoting the Auditor General of South Africa mandate.
Roles & Responsibilities
Strategic Function
To provide support and assistance to the executive leadership regarding the implementation and achievement of strategic objectives.
To pro-actively track portfolio/organisational strategic alignment.
To provide support and assistance to the executive leadership regarding the implementation and achievement of people management objectives.
Consolidating the BU's/portfolio progress on the people's strategy.
To provide support and assistance to the executive leader regarding the implementation and achievement of strategic objectives.
Product Management
Secretarial Function
To provide support and assistance to the management of processes within the portfolio and own office to ensure efficiency thereby promote good governance.
To monitor and ensure the achievement of deadlines in relation to the achievement of executive leader's portfolio objectives.
Managing and maintaining information from the BSC
Co-ordinating and monitoring the flow of tasks and assignments between the executive leader and business unit leader's office.
Managing the executive leader's diary.
Scan all correspondence and emphasise priority to the executive leader based on the strategic objective of the portfolio/ organisation.
Ensure that all visitors are received in an appropriate manner and taken care of.
Ensure all incoming mail and documentation is handled confidentially.
Assist with the preparation, proofreading and quality control of documents.
Carrying out research and analyse the information to provide the executive leader with key information.
Making travel and accommodation arrangements.
Consolidating portfolio BU's quarterly reports with understanding into one report for the executive leader.
Ensuring that all key controls are loaded and updated on a quarterly basis on the management information system (MIS),
Assisting the executive leader in writing, preparing and proof-reading of all internal and external correspondence i.e. letters, memo's, e-mails, communiqués, presentations, including taking minutes when required.
To read with understanding all the correspondence received by the executive leader and provide the executive leader with concise feedback on what the document entails.
Proactive prepare documentation for meetings.
Proactively co-ordinating and managing day-to-day activities in the office of the executive leader.
Portfolio Management:
Ability to analyse and interpret data
Manage projects within the portfolios in the portfolio by following project management principles.
Provide a project management function for all strategic project deliverables.
Manage the mapping and implementation of all key business processes, monitoring of systems, governance practices and standard operating procedures.
Act as first line of review for proposals and requests for approvals presented in the executive's office
Act as first line of review for proposals and requests for approvals presented in the executive leadership's office.
Assisting the executive leader with review of internal reports
Identify key project in the portfolio/organisation and bring these under the attention of the executive leader.
Scan the internal and external environments with the focus of identifying key themes and bring the important matters under the attention of the executive leader. This will assist the executive leader to tackle what matters when preparing for strategic alignment sessions for the portfolio as well as identifying problematic audits/auditees.
Monitoring of executive leader's office performance against the Balanced Scorecard.
Monitoring and ensuring the achievement of deadlines in relation to the achievement of the executive leader's portfolio objectives.
Ensure the effective and efficient management of processes within the portfolio and own office so that they promote good governance.
Administrative Support
Providing quality and cost-effective administration services in accordance with the office policies and procedures.
Overseeing the document management and electronic filing system.
Coordinating and facilitating office infrastructural needs i.e. general maintenance, telephones, note books, computers and parking, etc.
Managing the CSA Tool.
Capturing Timesheets on behalf of the executive leader.
Capturing Travel Claims on behalf of the executive leader.
Capturing of leave on behalf of the executive leader.
Ensuring Purchase Orders are approved timeously.
Stakeholder Management
Must have a key understanding of the environment and succinctly summarise salient points, by way of reporting to the Executive
To manage both internal and external relations to ensure growing relationships with internal and external stakeholders in relation to own and the executive relationships.
Liaise with stakeholders on all level including but not limited to the secretaries, executive assistance, executive leadership and ministry offices.
Build and maintain positive and value-adding relationships with internal and external stakeholders.
Provide strategic support and guidance to key stakeholders.
People Management
Manage own performance to drive productivity.
Participate and/or take lead in the business unit transformation/culture plans.
Provide support to the management team with regard to centre management and other people related tasks.
Contribute to improving the Culture Index for the respective portfolios by monitoring ethical culture within the portfolio, reporting and highlighting emerging trends to the Executive.
Provide support to the Corporate Executive in the implementation of the activities outlined on the office People Plan.
Financial management and operational management
To provide support and assistance to the executive leader regarding the implementation and achievement of financial management objectives.
Compile and monitor budget for the respective portfolio
Monitoring of debtors and following up monthly on debtors submitted on the 15th of every month.
Analyse debt collection report from Finance and bring under the attention of the executive leader on all concerns identified.
Ensure that BUs that have debt collection strategies in place that strategy is implemented and is monitored.
Assist the executive leader by monitoring the monthly variance explanations of portfolio BU's and facilitate proper feedback from the BU's.
Ensuring that creditors are being paid on a monthly basis i.e. Diners statement reconciliation and creditors are captured and vouchered 3 days after invoice reception.
Support the executive leader by ensuring that Audit Business Unit's CWC requests is managed effectively and efficiently as per the guidelines provided by the strategic audit project BU (STRAP).
Providing support and assistance to the executive leader regarding the implementation and achievement of financial management objectives. Ensuring Purchase Orders are captured and approved timeously.
Other responsibilities (Applicable to All JD's)
Perform and/or manage other projects, tasks and assignments not stipulated on the Job Description as and when required.
Closing date: 16 January 2026