Integrated Development Plan and Strategic Support Services: IDP Officer (REF: MUN 4)

Closing Date: 08 September 2026
Salary: R 373 129.02 per annum (Post level T11 of a Grade 4 Municipality)

Requirements:

• A relevant 3-year tertiary qualification (NQF Level 6), preferably in Development Planning / Public Management / Public Administration.
• A valid Computer Literacy certificate (MS Office)
• A valid Code B driver's licence.
• 3 Years relevant experience.
• Good supervisory, control, human relations, interpersonal and communication skills.
• Good interpersonal and communication skills and ability to give attention to detail.
• Must be fit and healthy to carry out duties with good eyesight, hearing, and speech ability.
• Must be able to function effectively in difficult working conditions.
• Must be mentally fit and able to do the work.
• High level of responsibility, ability to work under pressure, and ability to handle conflict.
• Required to work in all weather conditions.
• Required to work overtime and/or outside normal working hours during emergencies and planned overtime.
• Must perform duties in the whole municipal area
• 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

• Act as a link between the communities, interest groups, stakeholders and the municipality with the strategic objective of promoting community development, communication and improved service delivery
• Coordinate activities relating to IDP in conjunction with the immediate superior
• Update IDP documentation and provide support with the drafting of all necessary internal and external reports
• Provide support to Councillors and Council structures to fulfil their roles regarding the IDP objectives.
• Arrange community participation and the inputs from Directors and relevant stakeholders.
• Prepare IDP/PMS related reports for Council Committees and Council and provide information during the compilation of the Annual Report for the municipality and liaise with the Manager to determine objectives, time frames and schedules in the IOP process.
• Provide professional advice, reports and recommendations on Integrated Development Planning (IDP) matters to the IDP Steering Committee, IDP Representative Forum and relevant Council Committees; coordinate, facilitate and monitor IDP consultation processes, meetings and stakeholder engagements to ensure compliance with legislative and strategic planning requirements.
• Attends lDP and PMS meetings as directed by the Manager to minute proceedings or to represent the Manager
• Arranging meetings and chairing such meetings if the Manager is unavailable
• Attend to enquiries from the public and staff members relating to the activities of the Section.
• Provide and collect information and/ or reports on the inputs and outcomes externally of the IDP process
• Present information on the Integrated Development Planning process to the various public forums.
• Coordinate the annual IDP /Budget Road Shows
• Arrange and coordinate public sessions with respect to the inputs and outcomes of the strategic planning process of the Municipality
• Inform the Manager, Councillors and officials on planning-related issues.
• Support the Finance Department and the budget process to ensure alignment between the budget process and the IDP.
• Advise and support the Manager IDP and the IDP process to ensure alignment between the PMS process and the IDP.
• Provide information and reports on the status and outcomes internally and externally
• Interact with departments with regard to the IDP and obtain their involvement in the reporting process.
• Present information on the capabilities, measures and outcomes.
• Manage IDP Steering Committee & IDP Representative Forum and compilation of Agendas by initiative of IDP Steering Committee & IDP Representative Forum to provide stakeholders a platform for issues of concern; Collect agenda items for submission to the responsible committee and acquire documentation, resolutions and reports for compilation as well as research
• Managing, coordinating and administering Ward Committees by coordinating the structuring of Ward Committees within Witzenberg Municipality (12 wards, 12 Ward Councillors and 120 Ward Committee Members); tending to the logistics related to arranging Ward meetings and ensuring that Ward Committee members are sufficiently equipped with regard to stationery and administrative tools
• Arranging Municipal Manager venues for the Municipal Manager Senior Management meetings
• Providing a professional administrative section through drafting letters of response related to queries/enquiries; providing admin support to Ward Committees; Monitoring logistical and administrative systems with regard to efficiency and effectiveness and arranging transport and catering for Ward Committee Members when necessary
• Coordinate specific logistical requirements/arrangements associated with public participation processes and special programmes by communicating with Municipal Manager I Speaker I MAYCO, Councillors to establish items for inclusion onto agendas and submission of investigational and/or general reports and information proposals supporting agenda items and referring to the approved schedule of meetings and/or workshops, arranging and confirming venues and confirming reporting deviations from plans to Municipal Manager / Speaker
• Attend to queries/complaints associated with communities and departments by Interdepartmental approach to queries I complains, and effective adherence in resolving the issue; Reverting to the enquiry/complaint and providing details to support specific outcomes or commenting on the status and I or attention afforded to the query/complaint, and referring received complaints to the relevant departments
• Enforce competent financial administration by: Obtaining quotations for goods and services in terms of Council's Supply Chain Management Policy; Obtaining all stationery requirements for the Ward Councillors and Committees and procuring goods and services in terms of Council's Supply Chain Management Policy
• Performs administrative activities associated with preparation of documents and correspondence for circulation by: Recording and updating registers of attendees and extracting and forwarding information on request with respect to absenteeism of role players in the immediate superior; Updating files and records, inserting attendance registers, notifications, correspondence and minutes in accordance with established referencing sequences
• To assist with Public Participation and compilation, updating and annual revision of ward plans by managing and arranging public participation events; Ensure greater community involvement in the programs of the municipality and change community perceptions by embarking on a different approach by using the 3 basic principles of public participation (By, With, For the People)

Chief Administration Officer (REF: COR 3)

Closing Date: 04 September 2026
Salary: R 495 954.99 per annum (Post level T13 of a Grade 4 Municipality)

Requirements:

• A 3 Year relevant NQF Level 6 qualification in Public Administration / Public Management.
• Code B driver's licence.
• 5 Years relevant administration experience in the government sphere.
• Computer literacy in MS Office applications.
• Good interpersonal, planning and communication skills.
• Good supervisory, control, human relations, interpersonal and communication skills.
• Good interpersonal and communication skills and ability to give attention to detail; mentally fit and able to do the work.
• Must be fit and healthy to carry out duties, with good eyesight, hearing, and speech ability.
• Must be able to function effectively in difficult working conditions.
• High level of responsibility, ability to work under pressure, and ability to handle conflict.
• Required to work overtime and/or outside normal working hours during emergencies and planned overtime.
• Must perform duties in the whole municipal area.
• 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

• Take all steps relating to arrangements of meeting and the preparation of the Council Chamber; Take notes and prepare draft minute at meeting as directed; Check and submit final document to the manager Administration; Prepare reports to the Executive Mayoral Committee; Check and distribute executive correspondence; Arrange that all executive Mayoral decisions be conveyed to internal Directorates/Sections and public; Oversee that all Mayoral decisions are implemented and executed.
• Ensure that delegations are evaluated regularly for their compliance with administrative legal principles and recommend change as the needs arise; Provide information and advice to other departments with regard to agreements and reports to Council.
• Control and ensure that an efficient and effective messenger service is in place.
• Control and coordinate the delivery of auxiliary services with regard to photocopying, reproduction service, typing, switchboard, client services and catering services.
• Organize catering for meetings and a variety of functions; Co-ordinate specific logistical and procedural requirements associated with Council's meeting and Committee support functions; provide guidance on meeting procedures and serve as custodian of such proceedings
• Allocating secretarial resources in accordance with the status and complexity of meetings and submitting completed schedules for approval and execution.
• Ensuring the implementation of Council's resolution by means of instruction sheets and cuttings (extracts from minutes of Council and

its committee meeting) are compiled by the Administration officers for distribution via Record Section to the relevant Departments for execution thereof.

• Ensuring that the Admin Officer responsible for a particular agenda/meeting imposes fines on Councillors for non-attendance of Council and its committee meetings.
• Referring to Council's schedule of meetings and arranging and confirming the venue with due consideration given to the number of

delegates attending and facilities required.

• Communicating with internal departments and/ or external service providers in respect of the stationery and equipment needed for

specific sessions; Compiling Council's annual program of scheduled meetings.

• Providing fully functional secretarial support to various Committee and Sub-Committee meetings.
• Communicating with Office Bearers to establish items for inclusion in the agenda.
• Submission of investigational/general reports and proposals supporting agenda items.
• Ensuring that all supporting information is included with specific items to eliminate any possible confusion.
• Responsible for scrutinizing all draft agendas for correctness prior to having it signed and distributed.
• Accessing and making information available prior to the meeting to the Chairperson and I or representatives on specific items for

discussion, referring to Council resolution, reports and correspondence.

• Provide administration support in preparing items and render a translation service.
• Co-ordinate the compilation of Council agenda and minutes as well as reports to standing committees.
• Oversee the typing and printing of all official and general documents through word processing.
• Responsible for the compilation and generation of all official documents for inclusion in the relevant agenda and minutes of Council. Committees and co-ordinates the provision of an efficient and effective translation service for Council.
• Monitors the use of languages in the municipality pertaining to the translation of documents/adverts/notices and press releases of Council, recommendations, and summaries of all items and gives instructions for any translation request to be executed as a matter of priority.
• Coordinate the functioning of the translator in order to prioritize translation/interpretation requests and work received.
• Allocate and distribute committee function work amongst the subordinate personnel; coordinate activities relating to meetings, such as the deadlines in accordance with the rules of order for council and its committees; Advertise council and committees in the media in accordance with the Municipal System Act; Check and scan through all meeting agendas and correspondence for correctness.
• Compile a work schedule for the compilation of agendas for Council and Committee meetings in order to distribute work evenly.
• Coordinate the rendering of an efficient translation service throughout the municipality.
• Ensure a high standard of typing, printing and copying of official documentation (Minutes and Agendas) as well as other documentation for which the section is responsible; Coordinate the systematic safekeeping of agendas and coordinate the systematic safekeeping of meetings.
• Ensure that a Procedure Manual pertaining to Committee functioning is compiled and maintained.
• Responsible for sourcing quotations in terms of the Supply Chain Policy.
• Responsible for the administration and sequencing of all official donations.
• Responsible for all in- house maintenance requirements for the whole of the Witzenberg Municipality offices.
• Monitor and audit the telephone expense account of council administration staff.
• Liaise with both internal and external stakeholders on council matters; communicate with departmental heads regarding the inclusion of items in agendas; Planning and sourcing information in conjunction with the various departments; Obtain information from departments in order to finalize planning for items for specific agendas; communicate resolutions to the various stakeholders in expediting the action deriving from it; Communicate meeting dates and times to Councillors to ensure attendance.
• Interact with the various Chairmen of Committees in order to verify the correctness of agendas and minutes.
• Handle all staff matters that may have an effect on the smooth functioning of the section; Assign work, check work and monitor the performance of subordinates to identify possible problems before it affects productivity; deal with grievances and disciplinary matters and assess the performance of individuals and control leave arrangements by recommending or disapproving leave applications.