Senior Administrative Officer

The successful candidates will be expected to perform the following duties:

Office Operations

• Responsible for general office operations and gives reports to the management.
• Responsible for filing systems and office supplies and keeps inventory of orders.
• Maintain asset register.
• Liaise with the asset unit during asset verification.
• Manage outgoing and ongoing assets.
• Allocate equipment to officials.
• Work with the Human Resources team to update office policies and onboard new hires.

Travel and Logistics

• Arrange travel itineraries, accommodations, and transportation for staff or visitors as required.
• Coordinate logistics for meetings, conferences, and events, including venue
• bookings, catering, and audiovisual setup.
• Information and Records Management
• Responsible for maintaining effective systems and processes for simplified document management.
• Ensuring the confidentiality and security of files and filing systems

Budget and Financial and Management

• Assist with the budget and finances of the operations of the Office and track expenditure related to running the Office.
• Ensure that projects and functions in the agriculture office are executed on time and within budget.
• Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times.
• Arranges Executive Manager:
  Agriculture’s travel and processes travel expense reports, obtains and prepares required documentation, including entry requirements, trip portfolios, advances, etc.
• Obtains approvals and processes weekly checks, check requests, invoices, and timesheets, and provides Executive Manager:
  Agriculture seal/signature for formal documents as authorized and supported by formal written approval.
• Coordinating with vendors to ensure that products are delivered on time and within budget specifications.
• Preparing regular financial and administrative reports.
• Arranging travel processes, including flight and hotel booking, and car rentals.

Risk & Compliance

• Assist with the conceptualising of the unit’s risk register.
• Assist with the mitigation of the business units’ risk profile through the application of fraud controls and risk prevention principles and implementation of sound governance and compliance processes and tools to identify and manage risks.
• Assist with the coordination and maintenance of quality risk management in line with the relevant requirements.
• Assist in monitoring changes in the regulatory environment and ensure that appropriate operational controls are implemented to address new requirements.
• Ensure effective support in the provision of evidence to all internal and external audit requirements.
• Assist with the maintenance and enforcement of all Operations Service Level Agreements to minimise business risk and ensure business continuity.
• Ensure adherence to all relevant laws, policies and Standard Operating Procedures throughout the organisation

Knowledge

• The Constitution.
• Border Management Authority Act,2020.
• Good governance and Batho Pele Principles.
• Internal performance evaluation and reporting.
• Government decision making processes.
• Diversity Management.
• Performance Management and Monitoring.
• Public Service Regulations.
• Government systems and structure.
• Public Finance Management Act.