Office Coordinator for Chief Director's Office (12 Month Contract, Pretoria)
Phanda Personnel · Pretoria, Gauteng
Overview
Phanda Personnel is looking for a highly organised Office Coordinator to support the Office of the Chief Director in Pretoria on a 12 month contract. This is a great opportunity for someone with at least one year of administration experience who understands public service policies and wants to grow their career in government administration. You will manage diaries, coordinate meetings and travel, support budget administration and keep projects on track.
About the role
As the Office Coordinator for the Office of the Chief Director, you will be the go-to person keeping the office running smoothly. You will provide day to day administrative support, manage the Chief Director's diary and appointments, and make sure correspondence is received, recorded, distributed and filed correctly. You will also coordinate meetings, seminars, workshops and stakeholder engagements, prepare agendas and documents, take minutes and follow up on action items.
You will handle logistics for meetings and official events, process travel and accommodation arrangements, and coordinate reception of visitors. On the compliance side, you will process routine administrative and procurement requests, keep accurate records of office equipment and assets, monitor office expenditure and ensure everything aligns with departmental policies. You will also support budget administration by reconciling expenditure, checking BAS reports, maintaining commitment records and helping with MTEF submissions. Project administration is part of the role too, including maintaining a database of projects and following up on outstanding tasks.
This is a 12 month fixed term contract based in Pretoria. Candidates from all backgrounds are welcome to apply as the position is open to non EE/AA candidates. Make sure your CV clearly shows your administration experience and any exposure to public finance processes.
Requirements
- Any relevant NQF Level 5 qualification
- At least one year of working experience in administration
- Sound understanding of office administration activities and processes
- Knowledge of the Public Finance Management Act (PFMA), Public Service Act and Public Service Regulations
- Knowledge of applicable departmental policies, procedures and directives
- Computer literacy in MS Word, Excel, PowerPoint, internet and email
- Strong office administration, planning and organising skills
- Excellent written and verbal communication, listening and report writing skills
- Effective customer service and stakeholder liaison skills
- Ability to collect, assess and analyse information accurately
- Sound understanding of administrative compliance, budget monitoring and procurement processes
- Initiative, creativity, problem solving and ability to multitask
Responsibilities
- Provide day to day administrative support to the Office of the Chief Director
- Manage the Chief Director's diary, appointments and meeting schedule
- Receive, record, distribute and file correspondence and official documentation
- Maintain office supplies, stationery and administrative resources
- Coordinate meetings, seminars, workshops and stakeholder engagements
- Prepare and distribute invitations, agendas and supporting documents
- Record meeting minutes, decisions and action items
- Follow up on outstanding meeting actions and communicate progress
- Arrange logistics for departmental meetings, workshops and official events
- Process travel and accommodation arrangements for the Chief Director and authorised officials
- Coordinate reception and attendance of visitors and stakeholders
- Process routine administrative and procurement related requests
- Maintain accurate records of office equipment, assets and stationery
- Monitor routine office expenditure and maintain supporting documentation
- Ensure administrative activities comply with departmental policies and prescripts
- Monitor, reconcile and report on expenditure and budget projections
- Coordinate budget documentation and assist with MTEF submissions
- Maintain expenditure commitment records and check BAS reports
- Assist in identifying fund movements and prepare draft memoranda
- Compare MTEF allocations with requested budgets and highlight variances
- Develop and maintain a database of Chief Directorate projects
- Coordinate project progress updates and follow up on outstanding tasks
- Provide administrative support for project terms of reference implementation
Job details
- Organisation
- Phanda Personnel
- Location
- Pretoria, Gauteng
- Job type
- Contract
- Experience level
- Entry (1+ years)
- Education
- Certificate
- Category
- Administration & Office
- Application Method
- Apply online
Success Guide
This role is a solid stepping stone if you want to build a career in public sector administration. The key to standing out is showing that you understand how government offices work, so mention any exposure you have to PFMA processes, BAS systems, or working with senior managers. Your CV should highlight concrete examples of times you managed a diary, coordinated a meeting, or kept records organised. In the interview, be ready to talk about how you prioritise tasks when everything feels urgent, and how you handle confidential information with discretion. Also make sure your qualification certificate is ready to attach, as they will likely ask for it. Good luck, this is a great chance to grow your admin skills in a meaningful government environment.
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