Portfolio Administrator Level 2 at South African Local Government Association

ROLE OVERVIEW

• Reporting to the Senior Manager- Financial Control and Strategic Support this role would be required to provide and maintain highlevel professional administrative support in an administrative and office operational capacity to ensure and contribute to the overall success of the organization.

THE CANDIDATE PROFILE

• The ability to multitask and prioritize a variety of administrative and research related duties
• Understanding of Local Government Sector and legislation applicable to administration, Record-keeping and Secretariat is essential
• Ethics & Integrity
• Reliable and accountable
• Team Player
• Results Oriented
• Good work ethic
• Proven track-record in Report writing, Project management; and Research and Analytics
• Time Management
• Culture fit: SALGA desires an individual who will share and buy-in, in our core values, mission and vision, demonstrating a commitment to our ethos beyond just doing the job

QUALIFICATIONS AND EXPERIENCE

• Relevant 3-year Diploma in Office Management/ Secretariat
• 3 years’ experience in administrative/ secretarial capacity at a similar level
• Valid Driver’s license and preferably own vehicle. (Travel could be required)
• Ability to maintain high-level of accuracy and confidentiality

KEY PORTFOLIO AND PERFORMANCE FOCUS AREAS

• Technical Ability: Handles all confidential information with the necessary sensitivity and responsibility. Independently applies functional or technical knowledge in order to perform higher level clerical, administrative and secretarial duties well within policy and procedural requirements. Usually works with minimum supervision, conferring with superior on issues outside of policy and procedure.
• Make recommendations to improve processes and systems for increased efficiency, cost saving and effectiveness. Select and develop appropriate tools and systems for the task. Has the capability and knowledge base to share technical skills with others.
• Secretarial Services: With minimum supervision, schedule internal & external meetings with higher levels of complexity (Participants, booking venues & equipment; handle all relevant logistical arrangements) according to SALGA requirements and within budget.
• Event Management: Independent coordination of small to medium sized events adhering to all quality and budgetary requirements. With some supervision, coordinate some aspects of large (local and international) events/ conferences adhering to all quality and budgetary requirements.
• Administrative Services: Ensure accuracy and completeness of administrative records and committee files and ensure a functional and user-friendly filing and record management system. Make recommendations to improve administrative and filing systems, processes and practices for increased effectiveness and efficiency; With minimal supervision, provide higher level confidential administrative services to compose and administer emails & correspondence, reports, memoranda and other materials (independent judgement as to content, accuracy and completeness. Monitoring of office supply stocks (e.g. paper, stationery, printer cartridges etc.); Perform regular stock taking exercises to ensure office supplies are readily available to employees.
• Committee Secretariat Services: Meeting Coordination and scheduling; Solicit inputs for agenda items, attend management, executive and governance structure meetings, record and disseminate minutes of meetings within a set timeframe. Recording and maintenance of attendance of members and red flagging long-term absenteeism; Captures committee/ working group resolutions based on minutes and updates status of resolutions.
• Shared Secretariat support: Support Senior Manager- Financial Control and Strategic Support to provide shared secretariat, administrative and support services to the cluster (including previous secretarial and committee support services and procurement administration).
• Research and Analysis: Within the research framework and criteria for municipal profiles perform desktop research in line with research agenda. With limited supervision, perform desktop research on identified and prioritised topics, conduct basic analysis on information and summarise findings. Within the data framework developed for the building of comprehensive municipal profiles, ensure the accurate and ongoing capturing of relevant information (within agreed intervals and timeframes); critically examine information for relevance.
• Monitoring and Evaluation Support: Categorise and tracks progress on performance progress for specific deliverables/ programmes/ projects to support effective M&E in SALGA.
• Programme / Project Administration: Provide programme/ project administrative support across the entire lifecycle of the programme/ project; Update and track programme/ project progress. Keep manager aware of the status of programmes/ projects being managed, including timeframes and document requirements, and key operational issues through formal and informal communications (e.g., status reports, e-mails). Recommend changes to forms, documents, procedures, policies, etc., that will increase the effectiveness of the programme/ project area; Answers programme/ project-related questions.

Deadline:28th October,2025