REQUIREMENTS:

• Diploma in Public Administration or Secretarial NQF level 6 qualification;
• 3 years relevant experience;
• Computer Literacy- MS Office Applications
• Good planning and supervisory skills;
• Attention to detail;
• Must display tact, diplomacy and adherence to strict confidence;
• Good communication skills;
• Must be able to speak, read and write in at least two of the official languages in Kouga Municipality (Afrikaans, English, and Xhosa).

DUTIES:

• 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;
• Allocating secretarial resources in accordance with the status and complexity of meetings and submitting completed schedules for approval and execution;
• Monitoring the circulating notification, agenda and minutes of previous meetings to members.
• Accessing and making information available prior to the meeting to the Chairperson and/ or representatives on specific items for discussion, referring to Councils resolutions, reports and correspondence.
• Verifying specific secretarial sequences at meetings with regards to circulation and completion of attendance registers, recording details of proceedings/ discussions and decisions, and making available of copies of correspondence referred to in discussions to members.
• Receiving and proof-reading minutes and agendas, rectifying/ correcting items,
• Performing word processing applications to prepare minutes and notifications of meetings;
• Referring to legislation, Council resolutions and regulations to enable formulation of resolutions and recommendations arising out of discussions in Committee;
• Recording/taking minutes of meetings;
• Monitoring the recording and updating of registers of attendees to Committee meetings
• Maintaining and updating Committee files and records inserting attendance registers, notification, correspondence and minutes in accordance with established referencing sequences;
• Communicating with internal departments and/ or external service providers in respect of the catering requirements and/ or stationery and equipment needed for specific sessions;
• Communicating with the Office Bearers to establish items for inclusion on the agenda and the submission of investigational/ general reports and proposals supporting agenda items;
• Communicating with Senior Admin Officer: Committees regarding information and queries pertaining to meetings.