Secondee: Office Manager - South Africa

at  Palladium Group Inc

POSITION SUMMARY

Palladium, through Data.FI, is currently seeking a skilled and motivated individual to join our team as a Secondee: Office Manager to support the implementation of the Data.FI award in South Africa (SA). While there is a preference for the candidate to be based in either Pretoria or Johannesburg, other locations will be considered for the right candidate. Data.FI South Africa is dedicated to supporting the National Department of Health Digital Health Unit (NDOH DHU) in utilizing data analytics for effective policy-making, strategic planning, and daily decision-making related to TB and HIV programs through the development and implementation of an advanced analytic approach for program implementation and scale up.
In this pivotal role, you will be at the forefront of providing high-level administrative support to the Chief Director Digital Health office, including policy interpretation, guideline development, communication plan implementation, and documentation management. Additionally, provide secretarial support to technical work groups, manage communication with stakeholders, and ensure effective office management. If you are a dynamic and seasoned individual driven by the passion to harness data analytics for meaningful impact within the realm of public health, we invite you to join our team at Data.FI. Your role will be pivotal in enhancing the efficacy of TB and HIV programs through evidence-based decision-making and sustainable strategic planning.

QUALIFICATIONS

• Undergraduate qualification in business administration or public administration (NQF7)
• At least 5 years’ experience in office management with exposure to data or knowledge management
• Proven experience in operational procedures and guidelines development
• Excellent computer skills and effective oral and written communication skills
• Strong organizational and planning skills
• Ability to work on multiple projects simultaneously
• Knowledge of the Public Service Regulatory Framework and policy formulation process

• Provide high-level administrative support services to the office of the Chief Director Digital Health. Record the engagements of the Chief Director and other Senior managers while apply discretion to accept/ decline or refer request for meetings to other employees based on the assessment of importance and urgency and responsibility.
• Ensure the effective flow of documentation to and from the Chief Director’s office while the safekeeping of documentation is assured and in line with all legislation and policies.
• Provide secretarial support to technical working groups. This support will include the development and implementation of communication platforms of technical work groups with stakeholders.
• Obtain inputs, collate, and compile reports for the Chief Director for escalation and presentation, including but not limited to management reports. Collect, analyze, and collate information requested by the chief director.
• Clarify instructions and notes on behalf of the Chief Director. Records minutes/ decisions and communicates to the relevant role-players and do follow-up on progress made.
• Scrutinize documents and make summary notes on content for the Chief director to brief him/her on the content and for actions.
• Liaise with the personal assistant in the office to prioritize issues in the diary of the Chief Director.
• Manage the leave register of the unit. Be professional, highly motivated, demonstrate initiative, and be a critical thinker who will be able to gather and analyze information skillfully.
• Remains up to date with prescripts/policies and procedures applicable to his/her work terrain to ensure efficient and effective support to the chief Director while remaining abreast with the procedures and policies that apply to the office of the Chief Director.