DEPARTMENT OF HOME AFFAIRS - HRMC 35 of 2022

 
 
APPLICATIONS:
Applications must be - 
 sent to the correct address specified at the bottom of each position, on or before the closing date; 
 submitted on the new Application for Employment Form (Z.83), obtainable at www.gov.za; 
 accompanied by a comprehensive CV, citing the start and end date (dd/mm/yr) of each employment period to be considered, including the details of at least two contactable employment references (as recent as possible); 
 shortlisted candidates will be required to submit a copy of their ID document, a valid driver’s license (if specified as a job requirement), as well as the relevant highest educational qualifications, on or before the day of the interview. Applicants who possess (a) foreign qualification(s), must also submit the evaluated results of such qualifications, as received from the South African Qualifications Authority (SAQA); and 
 
 
SELECTION: 
 Shortlisted Candidates will be subjected to an interview and technical assessment(s) (which assesses the Candidates’ demonstrated professional and technical competency against the job requirements and duties). 
 Candidates potentially considered suitable after the interview and technical test(s), will be subjected to a competency assessment (which tests the Candidates’ demonstrated proficiency in the professional dimensions attached to the level of the post); employment suitability checks (credit, criminal, citizenship, employment references and qualification verifications); and will be required to complete the online “Pre-entry Certificate to Senior Management Services” course. The course is available at the National School of Government (NSG), under the name “Certificate for entry into the SMS”. Full details can be obtained via the following link: http://www.thensg.gov.za/training-course/sms-pre-entry-programme/. Candidates wishing to be considered for appointment, are encouraged to enrol for this course immediately. 
 
APPOINTMENT: Appointed persons will be required to - 
 enter into an employment contract; 
 serve a prescribed probation period; and 
 obtain security clearance appropriate to the post and within the prescribed timeframe.

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DEPUTY DIRECTOR: DOCUMENT MANAGEMENT: REF: HRMC 35/22/1 
SALARY LEVEL : All-inclusive salary package of R744 255 to R876 705 per annum (Level 11). 
CENTRE : Head Office, Pretoria, Branch: Institutional Planning and Support, Directorate: Administration Support. 
 
REQUIREMENTS : • An undergraduate qualification in Public Management / Administration or Social Science at NQF level 6 as recognized by SAQA • 3 years’ experience at Assistant Director / Junior Management level • Knowledge of the Public Service Regulatory Framework • Understanding of document management process • Knowledge and understanding of Departmental Legislations and Prescripts • Knowledge of Human Resource Regulatory Framework • Computer literacy • Analytical thinking, planning and organizing • Verbal and written communication • Customer focus, financial administration and attention to detail • Teamwork and time management • A valid drivers’ license, willingness to travel and work extended hours when required. 
 
DUTIES : The successful candidate will be responsible for, amongst others, the following specific tasks: 
• Plan, organise and control administrative functions pertaining to the office • Register and manage in and out submission and documents • Facilitate quality assurance to correspondences coming in and out of the office • Manage all documents logged on according to Electronic Document Management Systems • Ensure thorough processing and follow-up on instructions / actions taken received on submissions • Manage the flow of correspondence and monitor target dates and turnaround times • Ensure that documents submitted are aligned to the approved templates • Proofread correspondences to detect and correct errors in spelling, punctuations and syntax • Verify dates and stats using standard filing index of the Department • Keep abreast with new legislations governing document management • Develop and review document policies and code of practice for the Department • Implement governance processes, frameworks and procedures • Built relationship with stakeholders • Ensure compliance with policies, procedures and prescripts • Ensure compliance with all audit requirement, quality and risk management framework, standards and procedures • Monitor and ensure compliance with legislation, Regulations and DHA policies and procedures co-ordinate memorandum of understanding, service level agreement and expenditure review • Monitor and report on the utilisation of equipment • Ensure capacity and development of staff • Enhance and maintain employee motivation and cultivate a culture of performance management • Evaluate and monitor performance and appraisal of employees. 
 
ENQUIRIES : Ms TA Nthite, Tel No: (012) 406 7097 
 
 
 
 
 
 
SENIOR ADMINISTRATIVE OFFICER, REF NO: HRMC 35/22/2 
SALARY LEVEL : A basic salary of R321 543 to R378 765 per annum (Level 8). In addition, a range of competitive benefits are offered. 
CENTRE : Head Office, Pretoria, Branch: Institutional Planning and Support, Directorate: Administration Support. 
 
REQUIREMENTS : • An undergraduate qualification in related field at NQF Level 6 as recognised by SAQA • 2 years’ experience as Administrative Officer / Chief Administration Clerk • Experience in administration of office budget is required • Extensive knowledge of various filing systems • Knowledge of the Public Service Regulatory Framework, National Treasury Regulations and Public Finance Management Act (PFMA) • Knowledge of Supply Chain Management process and procedures • Knowledge and understanding of Departmental Legislations and Prescripts • Knowledge of Human Resource Regulatory Framework • Computer literacy, analytical thinking, planning and organizing • Verbal and written communication • Problem solving, customer focus, financial administration and attention to detail • Clerical and administration • Multi-tasking • Teamwork and time management • Results and achievement focus • A valid drivers’ license, willingness to travel and work extended hours and overtime when required. 
 
DUTIES : The successful candidate will be responsible for, amongst others, the following specific tasks: 
• Perform general administrative activities in support of the Unit (travel, venues and accommodation arrangement) • Ensure the administration of office correspondence, documents and reports (Compile letters, memorandums, submissions, reports and minutes for the Unit) • Ensure the maintenance of filling system for the Unit • Compile financial and administration reports and documents • Ensure compilation of budget and cash flow projections • Convene and attend meetings and act as Secretary during meetings • Ensure accurate completion of subsistence claims • Keep track of all incoming work and ensure that all deadlines are met • Liaise with all Stakeholders relevant to the Unit • Ensure the flow of information and documents in the Unit • Ensure that forms and documents related to claims, payments, invoices and consultant fees relevant to the Unit are processed • Provide office administration services in the functional Unit • Booking and confirming appointments, message taking, photocopying, administer petty cash management, mailing type correspondence as and when required • Coordinating of records system ensuring confidentiality of documents • Develop, store and monitor data into relevant data bases and information management systems • Maintain and monitor stationery, office supplies and consumables • Oversee office equipment and organise maintenance and repairs as required • Maintain and improve administrative systems and processes • Ensure innovation and service delivery within the Unit • Coordinate and implement technical expertise within the Unit and keep abreast of technical developments • Provide guidance on the development of practical, responsive solutions related to the Unit • Develop and implement central repositories of documents • Ensure the implementation of effective risk and compliance management practices • Report on all risk and financial indicators including financial losses, overpayment, etc. according to the required format • Comply to regulatory requirements and liaise with all relevant Stakeholders within and external to the organisation to ensure accurate implementation • Ensure compliance with Supply Chain Management and Asset Management policies and regulations • Interpret and implement all organisational circulars, policy and other communications • Monitor human, financial and physical resources • Monitor and co- ordinate leave management and other Human Resources administration requirements within the Unit • Liaise with internal Business Units to ensure that Supply Chain Management and Asset Management are effectively managed • Monitor the budget of the Unit in consultation with the Line Manager and Finance Unit. 
 
ENQUIRIES : Ms TA Nthite, Tel No: (012) 406 7097 
 
 
APPLICATIONS : Quoting the relevant reference number, direct your comprehensive CV, citing the start and end date (dd/mm/yr) of each employment period to be considered, together with an Application for Employment Form (New Z.83), obtainable from any Public Service department or at www.gov.za, by the closing date to:- 
Direct applications to the Department of Home Affairs Office as follows:- 
Head Office: 
Postal Address: Private Bag X114, Pretoria, 0001 
Physical Address: 230 Johannes Ramokhoase (Proes) street, Cnr Thabo Sehume (Andries) street, Pretoria, 0001