GOVERNMENT TECHNICAL ADVISORY CENTRE (GTAC)

 
NOTE : Only South African Citizens, and Permanent SA Residents need apply as per PSR 2016. Applications should be accompanied by a duly completed and signed Z83 form (obtainable from any Public Service department, a new Z83 that was issued by DPSA in 2021). The post title and reference number must be clearly indicated on the Z83 form. A recent comprehensive CV, copies of qualifications (originally certified copies of qualifications will be limited to shortlisted candidates), and ID should be submitted. Short listed candidates must make themselves available for a panel interview on the date determined by GTAC and submit proof of most recent income before such interview, where applicable. All short-listed candidates will be subjected to personnel suitability checks and security vetting in order to confirm employment. Late applications, completion of the incorrect Z83 form, and those not meeting the requirements, will not be considered. If you have not received feedback from the GTAC within 1 month of the closing date, please regard your application as unsuccessful. Note: GTAC reserves the right to fill or not fill the advertised posts. The GTAC is an equal opportunity employer and encourages applications from women and people with disabilities. Our buildings are accessible for people with disabilities and reasonable accommodation is provided for persons with disabilities.

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OTHER POSTS
 
 
PROJECT ADMINISTRATOR: EMPLOYMENT FACILITATION: JOBS FUND REF NO: G06/2022 
(Term: 24 months) 
SALARY : R382 245 - R461 745 per annum (Level 09) 
CENTRE : Pretoria 
 
REQUIREMENTS : Degree in Accounting, Commerce, Business or Business Administration, Project Management, Legal or related field. A minimum of 4 - 6 years, experience in a similar role covering the following aspects -professional/executive minute taking, company secretarial governance aspects, project management experience with strong emphasis on project management support using for relevant software i.e., MS Project etc., and administrative experience including travel arrangements, document preparation and management, support services within teams. Competencies required: Administrative support: Knowledge, capabilities and practices associated with the provision of office administration support. This competency requires knowledge of the appropriate rules, regulations, processes and associated systems within various enabling functions which may diary scheduling, document filing and archiving, meetings administration, typing and computer literacy skills (MS Office), office administration, office resources and equipment administration, telephone administration and travel administration. Computer Literacy: Knowledge and ability to use computers and technology efficiently. Refers to the comfort level someone has with using computer programs and other applications associated with computers (MSOffice, Internet, email). Typing speed of 50 – 70 words per minute with 98 – 100% accuracy. Information Management: The ability to gather, prepare, house and share the organisationally relevant information produced or found through work in a manner that creates easy access and understanding, and that informs and educates the reader regarding the subject. Resources Planning: The ability to organise work, set priorities and determine resource requirements; determine short- or long-term goals and strategies to achieve them; coordinate with other organisations or parts of the organisation to accomplish goals; monitor progress and evaluate outcomes. Client Service Orientation: Client-service orientation implies helping or serving others, to meet their needs. It means focussing on discovering those needs, figuring out how to best meet them as well as putting into practice the Batho Pele spirit. The term “clients” refers to both internal and external clients. Concern for Quality and Order: Desire to see things done logically, clearly and well. It takes various forms: monitoring and checking work and information, insisting on the clarity of roles and duties, setting up and maintaining information system. Effective Communication: Ability to transmit and receive information clearly and communicate effectively to others by considering their points of view to respond appropriately. This may involve listening, interpreting, formulating and delivering verbal, non-verbal, written, and/or electronic messages. It includes the ability to convey ideas and information in a way that brings understanding to the target audience. Emotional Intelligence: Capacity for recognising their own feelings and those of others, for motivating themselves and others because of this awareness, and for managing emotions within themselves and in others. Integrity/ Honesty: Contributes to maintaining the integrity of the organisation; displays high standards of ethical conduct and understands the impact of violating these standards on an organisation, self, and others; is trustworthy. Systems Thinking: Orientation to think in system-wide terms with regards to functions or divisions within the organisation. This includes spotting opportunities to connect with initiatives underway in other areas or proactively sharing information or resources that can be seen to have relevance and impact for others. Team Participation: Works co-operatively with others, working together as opposed to working separately or competitively. Valuing Diversity: Ability to understand and respect the practices, customs, values and norms of other individuals, groups and cultures. It goes beyond what is required by governmental employment equity regulations to include the ability to respect and value different points-of-view, and to be open to others of different backgrounds or perspectives. It includes seeing others’ differences as a positive part of the work environment. It also means being able to work well with a wide variety of people representing different backgrounds, cultures, and socio-economic levels. Vision and Purpose: Modelling and promoting high personal and professional standards that support the organisation's vision, mandate, and values. Sharing goals, objectives, and Ideas to encourage others to commit to and be enthusiastic about realising the vision. 
 
DUTIES : To provide project management and administrative support service to the team to enable efficient and smooth operations. Project Management Support: Assist in the project planning, execution and monitoring of the programme leading project planning sessions (1) designing project plans using appropriate software (including MS Project), (2) managing project progress and adapt work as required, (3) tracking project deliverables to ensure projects meet deadlines, (4) conducting project review and creating detailed reports for executive staff, (5) optimising and improving processes and the overall approach where necessary, (6) overseeing all incoming and outgoing project documentation, (7) designing risk mitigation plans, (8) managing relationships with clients and stakeholders, (9) coordinating staff and internal resources. Diary, meetings administration and telephonic Communications: (1) Schedule and administer appointments and meetings including: setting-up and confirming appointments and meetings, and updating diaries, preparing, and distributing meetings schedule. (2) Organise meetings and making sure all arrangements are made as follows: booking meeting rooms, parking, presentation aids, and catering and refreshments where required, Scheduling meetings on MS teams or via Zoom where applicable. Preparing, distributing and processing meeting invitations, directions and agendas, assisting with the compilation and distribution of meeting packs (hardcopy and/or electronic), arranging security and transport for delegates from other government and international institutions where applicable, arranging protocol and VIP protection for all officials from international organisations and foreign governments, where applicable, facilitating access to office, and receiving and assisting external and internal visitors and staff. (3) Provide secretariat services to meetings including drafting and distribution of minutes, following up on decisions arising from meeting, filing and archiving meeting minutes, notes, agenda, and documents, professional/executive minute taking at various committees including the investment committee, facilitating the company secretarial and/or governance aspects for the various committee structures, ensuring compliance with relevant governance requirements for various committee structures.(4) Facilitate and administer telephonic communications as follows: answering, screening of incoming telephone calls and maintaining a record of outgoing calls where applicable, develop and maintain an office contact list/directory, coordinate and submit telephone accounts to the relevant parties monthly. Documents and reports production and administration support: (1) Administer all electronic and hard copy documents such as correspondence, memo’s, agreements, and reports including, acknowledging receipt of document, noting priority, and tracking required response and/or handling, following up on deadlines for documents for submission, maintaining an accurate log of all documents emanating from the unit that require approval. (2) Assist with the preparation and finalisation of documents including taking and/or transcribing dictation and notes, sourcing, obtaining and/or downloading documents as requested (from internet and/or other sources), formatting and typing of documents and compiling presentations, proof-reading, and controlling quality of documents, effecting necessary changes as requested and finalising documents, recording the distribution, confidentiality and indexing requirements of documents. (3) Produce and distribute documents including, and as required: printing / copying, packaging, and faxing / delivering / couriering / posting of hard copies, creating email distribution lists, and sending electronic copies. (4) Manage the physical and electronic document tracking and filing systems including opening and creating files, indexing, filing, and archiving documents, conducting electronic data clean-ups and back-ups, handling documents with utmost discretion. Travel arrangements and claims administration: Process travel requests including confirming budget, obtaining approvals, and making travel, transport and accommodation and security bookings as requested. Prepare travel packs including meetings itinerary and details and travel documents, schedule, and details. Process and administer travel reports and travel claims and reconcile and organise the requisitioning and reimbursement of subsistence and travel claims. Office administration: Record and process requests for stationery and equipment including, obtaining equipment approval, and submitting to the relevant parties, assessing stationery needs, distributing, and reconciling stationary monthly. Monitor, report and ensure equipment and furniture maintenance, cleaning, and repairs to the relevant parties. Client and project teams’ support: Provide general programme information and assist with the resolution of client queries. Provide administrative and secretarial support to project teams as required and assist with the coordination and administration of project tasks. Compile and maintain project data. Provide procurement support to project teams including processing procurement requests, supporting procurement processes, and processing and submitting invoices and claims for payment 
 
ENQUIRIES : Kaizer Malakoane Tel No: (012) 315 5442 
APPLICATIONS : Email: Kaizer.malakoane@gtac.gov.za
 
 
 
 
 
TEAM ASSISTANT: EMPLOYMENT FACILITATION: JOBS FUND REF NO: G04/2022 
(Term: 24 months) 
SALARY : R261 372 - R307 890 per annum (Level 07) 
CENTRE : Pretoria 
 
REQUIREMENTS : National Diploma (NQF Level 6) /Advanced Certificate in Secretarial and/or Office Administration or related field. A minimum of 3 to 5 years ‘clerical experience in the public sector will be an advantage. Competencies required: Administrative support: Knowledge, capabilities and practices associated with the provision of office administration support. This competency requires knowledge of the appropriate rules, regulations, processes and associated systems within various enabling functions which may diary scheduling, document filing and archiving, meetings administration, typing and computer literacy skills (MS Office), office administration, office resources and equipment administration, telephone administration and travel administration. Computer Literacy: Knowledge and ability to use computers and technology efficiently. Refers to the comfort level someone has with using computer programs and other applications associated with computers (MSOffice, Internet, email). Typing speed of 50 – 70 words per minute with 98 – 100% accuracy. Information Management: The ability to gather, prepare, house and share the organisationally relevant information produced or found through work in a manner that creates easy access and understanding, and that informs and educates the reader regarding the subject. Computer literacy: Knowledge and ability to use computers and technology efficiently. Refers to the comfort level someone has with using computer programmes and other applications associated with computers (MS-Office, Internet, email). Resources Planning: The ability to organise work, set priorities and determine resource requirements; determine short- or long-term goals and strategies to achieve them; coordinate with other organisations or parts of the organisation to accomplish goals; monitor progress and evaluate outcomes. Client Service Orientation: implies helping or serving others, to meet their needs. It means focussing on discovering those needs, figuring out how to best meet them as well as putting into practice the Batho Pele spirit. The term “clients” refers to both internal and external clients. Concern for Quality and Order: Desire to see things done logically, clearly, and well. It takes various forms: monitoring and checking work and information, insisting on the clarity of roles and duties, setting up and maintaining information system. Effective Communication: Ability to transmit and receive information clearly and communicate effectively to others by considering their point of view in order to respond appropriately. This may involve listening, interpreting, formulating, and delivering verbal, non-verbal, written and/or electronic messages. It includes the ability to convey ideas and information in a way that brings understanding to the target audience. Team Participation: The ability to work co-operatively with others, to work together as opposed to working separately or competitively. Integrity/ Honesty: Contributes to maintaining the integrity of the organisation display high standards of ethical conduct and understands the impact of violating these standards on an organisation, self and others, is trustworthy. Systems Thinking: Orientation to think in system-wide terms with regards to functions or divisions within the organisation. This includes spotting opportunities to connect with initiatives underway in other areas or proactively sharing information or resources that can be seen to have relevance and impact for others. Valuing Diversity: Ability to understand and respect the practices, customs, values and norms of other individuals, groups, and cultures. It goes beyond what is required by governmental employment equity regulations to include the ability to respect and value different points-of-view, and to be open to others of different backgrounds or perspectives. It includes seeing others’ differences as a positive part of the work environment. It also means being able to work well with a wide variety of people representing different backgrounds, cultures, and socio-economic levels. 
 
DUTIES : To provide secretarial and administrative support service to the team to enable efficient and smooth operations in the Project Management Unit. Office administration: Assist with the processing of stationery and equipment requests including (a) obtaining equipment approval and submitting to Procurement; (b) distributing and reconciling stationary monthly. Provide assistance with regards to the compilation of programme documents, work plans, slide presentations, spread sheets. Attend relevant project meetings. Minute taking, preparation of action logs and distribution thereof using the templates of the Jobs Fund. Provide a coordinating role for the PMU during key annual activities such as the annual budgeting process. Development of annual work plans, input for strategy sessions and preparation of documentation. Diary and meetings administration: Provide appointments and meetings support including assisting with (a) setting-up and confirming appointments and meetings, and updating diaries, (b) preparing and distributing daily meetings schedule. Organise meetings and making sure all arrangements are made as follows: (a) Booking meeting rooms, parking, presentation aids, and catering and refreshments where required; (b) Scheduling meetings on MS teams or via Zoom where applicable; (c) preparing, distributing and processing meeting invitations, directions and agendas; (d) assisting with the compilation and distribution of meeting packs (hardcopy and/or electronic; (e) arranging security and transport for delegates from other government and international institutions where applicable; (f) arranging protocol and VIP protection for all officials from international organisations and foreign governments, where applicable; (g) facilitating access to office, and receiving and assisting external and internal visitors and staff; and File and archive meeting minutes, notes, agenda, and documents. Telephonic communications administration: Assist with telephonic communications including answering, screening processing of incoming calls, and placing, connecting and record-keeping of outgoing calls. Assist with the development and maintenance of the office contacts directory. File telephone accounts. Travel support: Assist with travel arrangements including preparing travel packs including meetings itinerary and details and travel documents, schedule, and details. Assist with travel reports and travel claims processing and filing. Quality control of all documentation. Implement and maintain version control procedures on all portfolio reports and documentation Drafting agendas, taking minutes, distributing, and collecting of documents for the PMU meetings. Performance Tracking and collation of performance reports. Ensure /co-ordinate fast and efficient handlings of all correspondence, meeting of deadlines for documents (determine priority and follow up) as it relates to travel. Client Liaison: includes query tracking, follow-up, preparation of responses and dissemination. Documents and reports administration: Index, file and maintain all documents including correspondence, memo’s, agreements, and reports. Assist with the preparation and finalisation of documents including the: (a) sourcing, obtaining and/or downloading documents as requested (from internet and/or other sources); (b) quality assurance of all documents prior to submission to relevant Manager (c) effecting necessary changes as requested and finalizing documents; (d) recording the distribution, confidentiality and indexing requirements of documents. (e) Assist with the compilation and distribution of documents including, and as required, (f) printing / copying, packaging, and faxing / delivering / couriering / posting of hard copies, (g) creating email distribution lists and sending electronic copies. Assist with the physical and electronic document tracking and filing systems including: (a) opening and creating files, (b) indexing, filing, and archiving documents, (c) conducting electronic data clean-ups and back-ups, (d) handling documents with utmost discretion, (e) quality assurance of documents on the I-drive with specific reference to Jobs Fund Technical Evaluation Committee and Jobs Fund Investment Committee documents. Client and project team’s support: Assist with the resolution of client queries. Provide administrative and secretarial support to project teams as required. Index, file and maintain project data, documents, and records. Assist with the processing of procurement requests and claims for payment. Jobs Fund Committee Secretarial Support: Provide secretariat services to meetings including preparation of meeting packs. Taking, typing up and distributing minutes, following up on decisions arising from meeting. Filing and archiving meeting minutes, notes, agenda, and documents. Making the necessary logistical arrangements for meetings (telephone calls, messages, and emails) etc. Project Management Support: Provide administrative and project management support for the Presidential Youth Employment Initiative). Updating risks and issue logs for relevant meetings. Updating project status reports for relevant meetings 
 
ENQUIRIES : Kaizer Malakoane Tel No: (012) 315 5442 
APPLICATIONS : Email: Kaizer.malakoane@gtac.gov.za