Committee Officer (REF: COR 13) at Witzenberg Municipality

Salary: R 301 792.02 per annum (Post level T10 of a Grade 4 Municipality)

Requirements:

• National Diploma (NQF 6) in Administration or a Secretarial National Diploma (NQF 6) or equivalent.
• Computer literacy (MS Applications)
• 3-5 years relevant administrative experience required (Corporate Minute taking and Quality Assurance)
• Good supervision, human relations, interpersonal, and communication skills.
• Ability to give attention to detail.
• Must be fit and healthy to carry out duties.
• 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.
• Fluent in 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:

• Co-ordinate specific logistical and procedural requirements associated with the Council’s meetings and Committee support functions
• Provide information on meeting procedures and serve as custodian of such proceedings
• Allocate secretarial resources in accordance with the status and complexity of meetings and submit completed schedules for approval and execution.
• Communicate with Departmental Heads regarding the inclusion of items in agendas.
• Plan and source 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.
• Provide secretarial support to various Committees and Sub-Committees’ sittings.
• Communicate with Office Bearers to establish items for inclusion on the agenda.
• Submit investigational and general reports and proposals supporting agenda items.
• Ensure 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.
• Circulate notification, agendas, and minutes of previous meetings to Access and make information available prior to the meetings to the Chairperson and/or representatives on specific items for discussion, referring to Council’s resolutions, reports and correspondence.
• Support with regard to various logistical arrangements.
• Ensure effective sound recordings of all council meetings.
• Responsible for the completion of CD recordings and protection thereof.
• Assist the Manager of Administration with the tender process, seeking quotations and requisitions.
• Co-ordinate the compilation of Council agendas and minutes as well as reports to Standing Committees.
• Type and print all official and general documents through word processing.
• Responsible for the compilation and generation of all official documents for inclusion in the relevant agendas and minutes of the Council’s Committees.
• Translating municipal documents such as: Reports, Letters or any other documentation in at least two of the official languages of the Western Cape.
• Translate recommendations and summaries of items that served before Council and its Committees.
• Forward translation requests electronically, via e-mail or telephonically.
• Proofread all translations prior to dispatching back to the requestor and typing of translated documents.
• Translate PowerPoint slides for public participation.
• Ensure the successful implementation of the municipal language policy by liaising and communicating with other municipalities regarding language issues.