ContractAdministration & Office Support

Administrative Assistant: Strategic Services (12 Months) Ref: 01/2026-2027

Siyancuma Municipality

Location
Northern Cape
Contract
Fixed-term contract
Salary (as advertised)
R14 025 – R245 976 per month
Minimum qualification
Certificate / N-level / trade
Closing date

First listed . Last checked at source .

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In brief

Overview This role is for an Administrative Assistant within the Strategic Services function at Siyancuma Municipality for a 12-month period. The primary purpose of this position is to provide administrative support specifically for Integrated Development Plan (IDP), Performance Management System (PMS), and Risk Management activities. This involves performing routine administrative tasks such as information capturing, drafting correspondence, taking notes and minutes, filing records, and offering general office support under the direction and supervision of responsible officials. What you will do **ADMINISTRATIVE SUPPORT FUNCTIONS:** **PERFORMANCE MANAGEMENT SYSTEM (PMS) SUPPORT** * Receive and register Portfolios of Evidence (POEs) submitted by managers and officials for each quarterly review, and acknowledge receipt. * Check submitted POEs against a checklist and bring any missing or incomplete items to the attention of the Manager: PMS. * Capture performance information on prescribed templates and assist with typing and formatting quarterly, mid-year, and annual performance reports. * Assist with the compilation of the PMS Management Committee agenda by gathering inputs, typing the agenda, booking venues, arranging catering, taking notes, typing minutes, and submitting draft minutes for proof-reading. * Maintain records of PMS documents, files, and incoming/outgoing mail using alphanumeric sequential codes. **INTEGRATED DEVELOPMENT PLAN (IDP) SUPPORT** * Assist with logistical arrangements for IDP Representative Forum meetings, public participation sessions, ward-based engagements, and IDP/Budget roadshows, including venue bookings, typing notices, preparing attendance registers, and arranging refreshments. * Capture community needs, inputs, and resolutions from public participation processes onto prescribed templates. * Type and dispatch invitations, notices, and correspondence to stakeholders, ward committees, sector departments, and the public. * File IDP-related documentation, minutes, and resolutions according to the records management policy. **RISK MANAGEMENT SUPPORT** * Assist with logistical arrangements for Risk Management Committee meetings and risk assessment workshops, including typing notices, preparing attendance registers, and meeting packs. * Capture identified risks, risk owners, mitigation actions, and due dates onto the municipal Risk Register. * Send reminders to risk owners on the implementation status of mitigation actions and update the Risk Register. * Assist with the typing and formatting of routine progress updates and draft status reports for review. * File risk assessment documentation, signed registers, and committee resolutions. **VERIFICATION OF INFORMATION AND CORRESPONDENCE** * Check that information captured on documents, returns, registers, and reports is complete and matches source documents and prescribed templates before submission for verification and sign-off. * Draft, type, format, and dispatch routine emails, memoranda, letters, and internal submissions on behalf of the section. * Receive incoming correspondence, register it, route it to relevant officials, and follow up on outstanding responses. * Cross-check lists of attendees, contact details, and stakeholder information for accuracy before circulation. * Maintain a register of correspondence sent and received. **GENERAL OFFICE SUPPORT** * Diarize and schedule meetings, take and type minutes, and circulate them to attendees. * Receive telephone calls and visitors, attend to routine enquiries, or route them to the appropriate official. * Make photocopies, scan, bind, and distribute documents. * Capture routine data onto spreadsheets and prescribed templates. * Assist with the preparation of agenda packs and meeting documentation for the section. Requirements (from the original advert) * Certificate in Public Administration (NQF Level 5) or equivalent * Grade 12/ Matric * Computer literacy (MS Word, Excel, Outlook and PowerPoint). * Valid Code B driver's license will be an added advantage. * 1-2 years' experience * Basic understanding of the Local Government: Municipal Systems Act, 32 of 2000 (as amended), particularly Chapters 5 (Integrated Development Planning) and 6 (Performance Management). * Awareness of the Local Government: Municipal Finance Management Act, 56 of 2003 (Section 62(1)(c)(i) on risk management). * Good written and verbal communication skills. * Good interpersonal skills. * Sound record-keeping and filing skills. * Ability to work under pressure and meet deadlines. * Attention to detail and confidentiality. Who should apply The ideal candidate should possess a foundational understanding of Public Administration, complemented by a Grade 12 qualification and 1-2 years of relevant work experience. Strong computer literacy across MS Word, Excel, Outlook, and PowerPoint is essential. Candidates should have a basic understanding of the Local Government: Municipal Systems Act (Chapters 5 & 6) and an awareness of the Local Government: Municipal Finance Management Act (Section 62(1)(c)(i)). Key personal attributes include good written and verbal communication, strong interpersonal skills, sound record-keeping and filing abilities, the capacity to work effectively under pressure and meet deadlines, and a high degree of attention to detail and confidentiality. A valid Code B driver's license would be beneficial. Deadline Not specified Reference Original posting: https://www.myjobmag.co.za/job/administrative-assistant-strategic-services-12-months-ref-01-2026-2027-siyancuma-municipality Source: myjobmag

Summary drafted with AI assistance from the original advert. The advert itself is the authority — how we use AI.

At a glance

  • At least 1 year of experience.
  • Microsoft Excel
  • Driver's licence

Extracted automatically from the advert; confirm requirements on the original listing.

Job description

Basic Salary: R 14 025 PM (plus 37% all inclusive) QUALIFICATIONS AND EXPERIENCE * Certificate in Public Administration (NQF Level 5) or equivalent * Grade 12/ Matric * Computer literacy (MS Word, Excel, Outlook and PowerPoint). * Valid Code B driver's license will be an added advantage. * 1-2 years' experience EXPERIENCE: * Basic understanding of the Local Government: Municipal Systems Act, 32 of 2000 (as amended), particularly Chapters 5 (Integrated Development Planning) and 6 (Performance Management); and awareness of the Local Government: Municipal Finance Management Act, 56 of 2003 (Section 62(1)(c)(i) on risk management). Good written and verbal communication skills. Good interpersonal skills. Sound record-keeping and filing skills. Ability to work under pressure and meet deadlines. Attention to detail and confidentiality. JOB PURPOSE * To provide administrative and Administrative support to the Strategic Services function in respect of Integrated Development Plan (IDP), the Performance Management System (PMS) and Risk Management, by performing routine administrative tasks such as capturing of information, drafting and processing correspondence, taking of notes and minutes, filing of records, and rendering general office support, under the direction and supervision of the responsible officials. DUTIES ADMINISTRATIVE SUPPORT FUNCTIONS: PERFORMANCE MANAGEMENT SYSTEM (PMS) SUPPORT Assists with administrative tasks in support of the Performance Management System, under the direction of the Manager by * Receiving and registering Portfolios of Evidence (POEs) submitted by managers and officials for each quarterly review, and acknowledging receipt thereof. * Checking submitted POEs against a checklist provided by the supervisor and bringing any missing or incomplete items to the attention of the Manager: PMS for further action. * Capturing performance information on the prescribed templates as instructed, and assisting with the typing and formatting of quarterly, mid-year and annual performance reports. * Assisting with the compilation of the PMS Management Committee agenda by gathering inputs from delegates, typing the agenda, booking the venue and arranging catering requirements, taking notes and typing minutes, and submitting draft minutes to the Manager: PMS for proof-reading prior to distribution to delegates. * Maintaining records of PMS documents, files, and incoming and outgoing mail using alphanumeric sequential codes to store and facilitate retrieval. INTEGRATED DEVELOPMENT PLAN (IDP) SUPPORT Provides administrative support to the IDP processes referred to in Chapter 5 of the Local Government: Municipal Systems Act, 32 of 2000, under the direction of the responsible official, by: * Assisting with logistical arrangements for IDP Representative Forum meetings, public participation sessions, ward-based engagements and IDP/Budget roadshows, including venue bookings, typing of notices, preparation of attendance registers and arranging refreshments. * Capturing community needs, inputs and resolutions raised during public participation processes onto the prescribed templates as instructed. * Typing and dispatching invitations, notices and correspondence to stakeholders, ward committees, sector departments and members of the public, as directed. * Filing IDP-related documentation, minutes and resolutions in line with the records management policy. RISK MANAGEMENT SUPPORT Provides administrative support to the Risk Management function, under the direction of the Risk Officer or responsible official, by: * Assisting with logistical arrangements for Risk Management Committee meetings and risk assessment workshops, including typing of notices, preparation of attendance registers and meeting packs. * Capturing identified risks, risk owners, mitigation actions and due dates onto the municipal Risk Register as instructed by the Risk Officer. * Sending reminders to risk owners on the implementation status of mitigation actions, as directed, and updating the Risk Register with the information received. * Assisting with the typing and formatting of routine progress updates and draft status reports for review by the supervisor. * Filing of risk assessment documentation, signed registers and committee resolutions. VERIFICATION OF INFORMATION AND CORRESPONDENCE Performs routine checking and correspondence-related administrative tasks bу: * Checking that information captured on documents, returns, registers and reports is complete and matches the source documents and prescribed templates, before submitting same to the supervisor for verification and sign-off. * Drafting, typing, formatting and dispatching routine emails, memoranda, letters and internal submissions on behalf of the section, as instructed. * Receiving incoming correspondence, registering it in the correspondence register, routing it to relevant official, and following up on outstanding responses as instructed. * Cross-checking lists of attendees, contact details and stakeholder information for accuracy and consistency before circulation. * Maintaining a register of correspondence sent and received. GENERAL OFFICE SUPPORT Performs general administrative and clerical support duties for the Strategic Services section by: * Diarizing and scheduling meetings, taking and typing of minutes, and circulating same to attendees. * Receiving telephone calls and visitors, attending to routine enquiries or routing them to the appropriate official. * Making photocopies, scanning, binding and distributing documents as required. * Capturing of routine data onto spreadsheets and prescribed templates. * Assisting with the preparation of agenda packs and meeting documentation for the section.

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