​Gauteng Provincial Legislature – Senior Coordinator

• Ensure that all meeting related reports are received and filed electronically.
• Ensure that all meetings are scheduled for quarterly reporting.
• Develop and maintain an effective electronic information management system on all matters relating to documentation and storage of information with respect to the above-mentioned management meeting
• Communicate all required information to stakeholders regarding meetings as required.
• Coordinate workshops and produce reports.

 
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INPUTS INTO AND DEVELOPMENT OF INSTITUTIONAL CALENDAR

• Be the representative on the Institutional Calendar team.
• Management of the Programme calendar in line with the Institutional calendar - Coordinate all inputs from Office of the CFO into the Institutional Calendar and update as required.
• Develop the Office of the CFO’s Office annual schedule based on the Institutional Calendar.
• Ensure that all relevant stakeholders in the office have access to the updated Calendar.
• Liaise with other stakeholders on meeting dates in order to avoid overlaps and conflicts.
• Regularly update and circulate the calendar to all stream steak-holders.
• Develop annual schedule for Finance Forum Meetings, Conferences and Inter-Institutional visits. 

 
SECRETARIAT SUPPORT TO THE OFFICE OF THE CFO MEETINGS 

• Coordinate and provide a complete secretarial function to Governance structures i.e.: Audit Committee meetings, Risk Management Committee meetings – drafting of agendas, minute taking, attendance registers and task lists;
• Provide support to Sub-Committees of the LSB: Audit and Risk Committee Meetings;
• Coordinate and provide a complete secretarial function to LAC meetings – agenda, minute taking, attendance registers, drafting of LAC reports and task lists;
• Coordinate and provide a complete secretarial function to the Office of the CFO Management meetings – drafting of agendas, minute taking, attendance registers and task lists;
• Provide Secretarial support to all other meetings convened by the Office of the CFO. 
• Coordinate quarterly Management review sessions;
• Ensure that all logistical arrangements around the Office of the CFO meetings are in place, i.e. equipment, refreshments, etc.
• Agenda’s, minutes, task lists/decision registers and attendance registers to be drafted or taken in consultation with the Executive Assistant in the Office of the CFO for all meetings 
• Follow up on task/decisions emanating from meetings.
• Co-ordinate and provide secretarial support to Stakeholder management meetings in line with the Stakeholder Management Strategy. 
• To support the Office by scheduling formal engagements with Internal and External Stakeholders on behalf of the CFO and/or Executive Assistant;
• To monitor and evaluate the implementation of relevant projects in the Executive Office of the CFO;
• Coordinate and consolidate Programme information and reports for the Office of the CFO;
• Establish and maintenance of a document tracking register – inward and outward;
• Ensuring timeous dissemination of documents in the Office;
• To ensure that the CFO Management are informed of the submission dates for monthly, quarterly and annual reporting and to follow-up where necessary;
• To coordinate inputs and feedback to relevant meetings by following up on outstanding issues on the task list; 
• To facilitate, coordinate and follow-up on all travel arrangements for the CFO and or Executive Assistant;
• To provide general support to the Office of the CFO;
• To contribute to the Office’s good corporate governance culture.  

 
SUPPORT TO SUB-COMMITTEE OF THE SECRETARIAT: RISK MANAGEMENT COMMITTEE MEETINGS, LAC MEETINGS, ASSET DISPOSAL MEETINGS, FRAUD PREVENTION MEETINGS

• Draft agendas
• Take accurate minutes.
• Develop a task list.
• Develop a decisions register.
• Ensure that procedural matters are adhered to.

 

 
COMPETENCIES

• Planning and Organising
• Attention to detail
• Coping with pressures and setbacks
• Adapting and responding to change
• Goal orientation/Results Driven
• Teamwork
• Confidentiality

 
MINIMUM REQUIREMENTS

• A recognised 3-years National Diploma in either Administration or Management or Office Administration as a minimum qualification.
• A minimum of 3yrs working experience in the Finance and Governance environment;
• Experience in coordinating and facilitating governance orientated meetings including Audit Committee, Risk Management Committee and other governance structures a pre-requisite;
• A practical understanding and experience in project management;
• Experience working with public and financial policies and public administration issues;
• Fully versed with MS Office Suite, i.e. Word, Excel, PowerPoint, Project;

 

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Closing date for applications:  21 March 2019
 
NB:The Gauteng Provincial Legislature is committed to the achievement and maintenance of employment equity and diversity especially in respect of race, gender and disability. People with disabilities are particularly encouraged to apply. Appointment will be made subject to completion of background/reference checks. Potential candidates for the post will be subjected to security vetting and screening by State Security Agency, and appointment to the post will be determined by positive results from such screening and vetting. The Provincial Secretary of Gauteng Legislature reserves the right to approve or decline the appointment.  
 
TO APPLY FOR THIS POSITION, SUBMIT YOUR CV TO  Hrrecruitment1@gpl.gov.za WITH YOUR CERTIFIED SUPPORTING DOCUMENTS (i.e. ID, certified Copy of qualifications with at least two contactable references) 
 
ALWAYS QOUTE THE POSITION REFERENCE NUMBER ON THE SUBJECT LINE – APPLICATIONS WITHOUT A POSITION REFERENCE NUMBER WILL NOT BE CONSIDERED