Administration Officer X3: Government Communication and Information System

The Government Communication and Information System (GCIS) is seeking qualified candidates for several positions within the organization. Below are detailed descriptions of the three available positions for Administrative Officers.

Position 1: Administration Officer: Bids Administration

• Ref No: 3/1/5/1-24/16
• Directorate: Supply Chain Management
• Salary: R308 154 per annum (Level 07)
• Location: Pretoria

Requirements

• Education: Grade 12 and an appropriate three-year National Diploma (NQF Level 6) or Bachelor’s Degree (NQF Level 7) in Public Management, Administration, Logistics Management, Public Finance and Accounting, Purchasing Management, or equivalent related qualification as recognized by SAQA.

• Experience: At least one year of relevant experience in Supply Chain Management.

• Skills and Knowledge:
  • Sound knowledge of supply chain management legislation and related prescripts such as Public Finance Management Act, PPPFA and Regulations, Contract Administration, and Supply Chain Management Guidelines.
  • Advanced computer literacy skills in MS Office suite (Word, Excel, PowerPoint, etc.).
  • Excellent communication skills, both verbal and written.
  • Self-driven with good organizational and supervisory skills.
  • Ability to work independently, with innovative thinking, flexibility, and willingness to adjust to changes in the work environment.
  • Ability to work under pressure and willingness to work irregular hours.

Duties

• Advise clients on Media Buying, Terms of Reference, Specifications, and Deviations.
• Ensure tracking of media buying requests and spend, and verify client funds availability in the GCIS suspense account.
• Lead capacity building presentations on media buying and bid-related matters.
• Ensure compliance of transactions related to bids, RFQs, deviations, and media buying with relevant policies and legislation.
• Ensure a scientific process for identifying target markets and selecting appropriate media modes for campaigns.
• Oversee the smooth running of Specifications, Terms of Reference, Evaluation Committee, and Bid Adjudication Committee meetings.
• Compile minutes for the Committee meetings and submit to the relevant official, and prepare memos for DG’s approval.
• Update the database of RFQ/Bid schedules, deviations, and 3G’s.
• Provide administrative support in the bid/formal quotation process and deviations.
• Supervise the correct filing of all documents relating to bids/contracts and 3G’s.
• Administer contracts relating to RFQs/Bids/Transversal contracts, including monitoring and maintenance for disclosure purposes.
• Consolidate and monitor the implementation of the departmental procurement plan and report to National Treasury.
• Handle enquiries, compile submissions and reports, and manage staff.

Enquiries

• Contact Person: Mr Namane Mahlaba
• Telephone: (012) 473 0093

Applications

• Hand Deliver: Tshedimosetso House, 1035 cnr Francis Baard & Festival Streets, Hatfield, Pretoria
• Email: recruitment16@gcis.gov.za

Position 2: Administrative Officer: Chief Financial Officer

• Ref No: 3/1/5/1-24/17
• Chief Directorate: Office of the Chief Financial Officer
• Salary: R308 154 per annum (Level 07)
• Location: Pretoria

Requirements

• Education: Grade 12 and an appropriate three-year National Diploma (NQF Level 6) or Bachelor’s Degree (NQF Level 7) in Office Management, Office Assistant, Secretarial/Administration, or equivalent related qualification as recognized by SAQA.

• Experience: At least one year of relevant administrative experience.

• Skills and Knowledge:
  • Excellent interpersonal and communication skills (written and oral).
  • Exceptional organizing and planning skills.
  • Ability to work independently, under pressure, and in a team.
  • Ability to multitask, manage events, and work with databases and presentations.
  • Time management and proactiveness.
  • Fair understanding of project management and financial management.
  • Problem-solving skills, innovation, and results-oriented.
  • Attention to detail.
  • Proficiency in at least two official languages.
  • Computer literate (Microsoft Word, PowerPoint, Access, and Excel).
  • A driver’s license would be an advantage.

Duties

• Provide secretarial and administrative support to the Chief Financial Officer.
• Write routine notes, memos, letters, and reports; collate inputs from various stakeholders.
• Manage files and records; implement a document management system in line with the GCIS file plan.
• Develop and implement new procedures to improve filing, tasking, and document tracking.
• Track actions and responses related to meeting resolutions, audit action plans, business continuity plan, and risk mitigation plans.
• Create and maintain databases of internal and external stakeholders.
• Coordinate internal and external meetings, appointments, and events; compile agenda and take accurate minutes.
• Manage the diary and calendar of the CFO.
• Organize travel and accommodation arrangements, subsistence & travel (S&T) claims, and budget cash flow information.
• Manage the leave register and maintain effective stock levels of office consumables.
• Maintain an asset register for the Office of the CFO.
• Support the compilation of interim and annual financial statements and consolidate reports and audit action plans.
• Serve as secretariat to various committees and provide ad hoc support to directorates when needed.

Enquiries

• Contact Person: Ms Gcobisa Soci
• Telephone: (012) 473 0336

Applications

• Hand Deliver: Tshedimosetso House, 1035 cnr Francis Baard & Festival Streets, Hatfield, Pretoria
• Email: recruitment17@gcis.gov.za

Position 3: Administrative Officer: Strategy and Organisational Performance (Ref No: 3/1/5/1-24/18)

Chief Directorate: Strategy and Organisational Performance
Salary: R308 154 per annum (Level 07)
Centre: Pretoria

Requirements:

• Grade 12 and an appropriate three-year National Diploma (NQF Level 6) or Bachelor’s Degree (NQF Level 7) in Secretarial Studies, Administration, or equivalent related qualification as recognised by SAQA.
• At least one (1) year of relevant administrative experience.
• Excellent interpersonal and communication skills (both written and oral).
• Exceptional organizing and planning skills.
• Ability to work independently, under pressure, and in a team.
• Proficiency in multi-tasking, event management, and working with databases and presentations.
• Time management and proactiveness.
• Fair understanding of project and financial management.
• Problem-solving skills, innovation, and results-oriented.
• Attention to detail.
• Proficiency in at least two official languages.
• Computer literacy (Microsoft Word, PowerPoint, Access, and Excel).
• A driver’s license would be an advantage.
• Knowledge of strategic planning, performance monitoring, reporting, and risk management is an added advantage.

Duties:

• Provide secretarial and administrative support to the Chief Director.
• Write routine notes, memos, letters, and reports, and collate inputs from the units and various stakeholders.
• Manage files and records, implementing a system of document management in line with the GCIS file plan.
• Develop and implement new ideas to improve filing, tasking, and document tracking, including creating a paperless and digital office environment.
• Track actions and responses in relation to the programmes and projects of the Chief Director using a project plan.
• Create and maintain databases of internal and external stakeholders for the Chief Director.
• Coordinate effective internal and external meetings, appointments, and events.
• Compile agendas, take accurate minutes, and maintain an action matrix during meetings.
• Manage the Chief Director’s diary and calendar.
• Receive and attend to visitors, and organize parking and refreshments.
• Handle travel and accommodation arrangements, subsistence & travel (S&T) claims, and budget cash flow information.
• Manage the leave register.
• Order and purchase stationery, handle emailing and photocopying tasks, and maintain an asset register.
• Contribute positively to building a high-performing team.
• Study relevant public service and GCIS policies and procedures to ensure proper application.
• Provide ad hoc support to the Directorate when needed.
• Serve as the Risk Coordinator and champion for the Chief Directorate.
• Willingness to work extra hours and travel when necessary.

Enquiries:

Ms. Nomkhosi Peter, Tel No: (012) 473 0339
Applications: Hand deliver to Tshedimosetso House, 1035 cnr Francis Baard & Festival streets, Hatfield, Pretoria or email to recruitment18@gcis.gov.za

Applications Process

The DG of Government Communication and Information System, Private Bag X745, Pretoria, 0001, or hand deliver to Tshedimosetso House, 1035 cnr Francis Baard & Festival streets, Hatfield, Pretoria.
For Attention: Ms. M Kotelo
Closing Date: 24 June 2024

Note:

• Applicants with disabilities are encouraged to apply. As per Government Gazette No: 43872, any applicant who submits an application on or after 1 January 2021 must use the Approved-New-Z83-form, obtainable from any Public Service Department or on the internet at www.gov.za/documents. Failure to submit an application on the new prescribed Z83 form will lead to disqualification.
• Applicants are not required to submit copies of qualifications and other relevant documents on application but must submit a fully completed, signed, and dated Z83 form and a detailed curriculum vitae. Only shortlisted candidates will be required to submit certified documents.
• If you have not been contacted within three (3) months after the closing date, please accept that your application was unsuccessful.
• The successful candidate must disclose to the DG particulars of all registrable financial interests, sign a performance agreement and employment contract, and obtain a top-secret security clearance. All appointments are subject to verification of qualifications, experience, citizenship, references, and security vetting.
• The department reserves the right to fill or not to fill the vacant post.
• The GCIS is an equal opportunity employer. The objectives of section 195 (1)(i) of the Constitution of South Africa, 1996 (Act No: 108 of 1996), the Employment Equity Act, 1998 (Act No: 55 of 1998), and relevant Human Resources policies of the Department will be considered in the filling of vacant posts.
• People with disabilities will be accommodated within reasonable limits and will be given preference regardless of race or gender.

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