Manager: Administration (REF: COR 2)

Closing Date: 18 October 2024
Salary: R 649 217,88 per annum (Post level T16 of a Grade 4 Municipality)

Requirements:

• A relevant B degree (NQF 7) in Public Administration
• Valid Code B Driver’s License
• A valid Computer Literacy Certificate (MS Applications)
• 8 years relevant experience of which 2 years must be at Supervisory level
• Managerial and strategic planning skills
• Knowledge of Archive Act
• Good interpersonal and communication skills
• Supervisor skills
• Be able to work independently
• Fluent in at least 2 of the 3 languages spoken in the Western Cape, Afrikaans, English or IsiXhosa.
• Please note: A performance agreement is also applicable to this position whereby the employer reserves the right to institute a performance management program.

Duties:

• Do strategic planning management with regard to the future method of functioning of the Section
• Submit budget proposals for funding of change strategy.
• Include Records Management as an objective in the municipality's strategy and strategic plan.
• Manage and monitor the implementation of procedures and systems associated with legal and statutory requirements.
• Manage the operational activities of the subsections in terms of: Administrative Support Services to Directorates; Archive Management and Council support.
• Manage the Administration Sub-Sections, including Secretariat; Registry and Archives and Client Services
• Plan the Section's activities on a day-to-day basis to ensure effective functioning and manage the performance of staff with respect to the daily
• Manage the Section’s budgetary requirements and apply budget control.
• Compile a short and long-term Operating Budget and Capital Budget for the Sections Administration, Secretariat, Information Technology, Client Services and Council for submission to Department Finance.
• Read and evaluate new regulations of the Council to see that it conforms to the Council's daily requirements and to the applicable Acts and make amendments where necessary.
• Read and interpret legal documents (e.g. contracts, policies, resolutions, etc.) of the Council to ensure that it conform to statute laws and makes necessary recommendations.
• Formulate contract documents to minimize the possibility of legal claims

• Ensure that the procurement process regarding tenders has been adhered to in terms of the Supply Chain Management Act.
• Compile tender documents in terms of the Council's Procurement Policy regarding Administration
• Oversee the placement of advertisements inviting tenders in applicable newspapers.

• Manage the administration of Council, Portfolio Committees and Mayoral Committee

• Oversee the administrative functions related to the preparation of reports and compilation and distribution of agendas and minutes for meetings.
• Manage the specific logistical and secretarial sequences prior to and at meetings.

• Manage and oversee that all and control the securities are stored in a fireproof place and that securities are properly registered in the appropriate Securities Register
• Manage and control that notice of renewal of contracts are sent out timeously to the responsible Department/person

• Monitor the capacity of the Registry and Records facilities to: Accommodate the receipt of archival items; Storage of documentation and correspondence; Retrieval of archived documentation; Circulation processes with respect to: Information; Correspondence; Documentation containing resolutions, decisions, actions and queries

• Manage and oversee the archiving procedures in respect of archival records

• Manage the appraisal of records to establish archival values and determine the preservation requirements in respect of Documents; Maps; Photographs; Micro-film; Films and Video and sound recording tapes

• Administer and enforce the requirements of the Acts.
• Compile, administer and manage Council’s policy regarding the making available of privileged information.
• Receive and evaluate requests for access to information.

• Perform as Council’s responsible officer as delegated to exercise the powers and discharge the duties in terms of the Regulation of Gatherings Act 1993 (Act 305 of 1993) for the Municipality.
• Consult with the convener of the gathering and based on information obtained, decide to approve or disapprove a gathering.

• Manage and coordinate both verbal and written tasks that need to be executed by the different Departments.
• Monitor Council resolutions regarding the execution thereof and report to the Departmental Heads and Municipal Manager on the status quo.