Employment Opportunities in the Department of Foreign Affairs
The Department of Foreign Affairs is an equal opportunity, affirmative action employer.
All applicants will be subjected to a process of security clearance and qualification verification.
Candidates will be subjected to a process of competency assessment.
Applications must be submitted on form Z.83, obtainable from any Public Service department and accompanied by a comprehensive CV and certified copies of qualifications and ID document.
Should you not comply with this, your application may not be considered.
No faxed/e-mail applications will be considered.
Please forward your application, quoting the relevant reference number, to: The Director-General, Department of Foreign Affairs, Private Bag X152, Pretoria 0001 or hand deliver to: 1234 Church Street (corner Duncan), Tulbagh Park, Drakenstein Building, Hatfield for the attention of Ms E Fouché.
Closing date: 1 August 2008 (Applications received after the closing date will not be considered.)
Branch: Corporate Services
Chief Directorate: Supply Chain Management
Director: Assets and Records Management (Ref.44121/1)
Salary:
Total salary package: R540 429 per annum.
This all-inclusive remuneration package consists of a basic salary, the State’s contribution to the Government Employees Pension Fund and a flexible portion that may be structured in terms of the applicable rules. The successful candidate will be required to sign a performance contract.
Requirements:
Applicants must be in possession of an appropriate Bachelor’s degree or equivalent qualification with relevant experience and in-depth knowledge of Fixed Asset Management and Records Management Policies, Systems and Procedures
Competencies:
In-depth Knowledge of Asset and Records Management Policies, Procedures and systems
Understanding of the PFMA and National Treasury framework on implementation of fixed asset management within the Public Sector
Understanding of National Archives act.
Strategic capability and leadership
Supply Chain Management skills
Accounting and
Financial Management skills
People Management and empowerment
Analytical skills
Statistical skills
Good communication skills
Problem solving
Interpersonal relations
Client orientation and customer focus
Computer skills.
Duties:
Manage the development, implementation and review of Asset and Records Management Policies and Procedures
Ensure compliance with Assets and Records Management Policies and Procedures at Head Office and in all DFA Missions abroad
Maintain an accurate and complete fixed asset register
Ensure compliance with the requirements of the National Archives Act regarding safekeeping and maintaining of Departmental Records
Provide training on the implementation of the asset management system to all staff within DFA
Manage the directorate’s Human and Financial Resources
Ensure sound management of performance within the directorate.
Directorate: Assets and Records Management
Deputy Director: Records Management (Ref 44121/2)
Salary:
R344 052 pa (all inclusive package)
Requirements:
Applicants must be in possession of an appropriate Bachelor’s degree or equivalent qualification with relevant experience and in-depth knowledge of Records Management in the Public Service.
Competencies:
Detailed knowledge of the National Archives Act and regulations, the Law on the Provision of Official Information, the MISS, and other related prescripts
In-depth knowledge of electronic records and archiving systems in the Public Service.
Strategic capability and leadership
Financial Management skills
People Management and empowerment
Analytical skills
Good communication skills
Problem solving
Interpersonal relations
Project Management Skills
Client orientation and customer focus
Computer skills.
Duties:
Make recommendations to the Director: Assets and Records management regarding the Development, Implementation and Maintenance of Policies and Procedures, and a framework for the Delegation of Authority pertaining to Records Management and the dissemination of information within DFA
Co-ordinate and exercise control over Hardcopy as well as Electronic Records management
Ensure compliance with the requirements of the National Archives Act regarding safekeeping and maintaining of Departmental Records
Serve as official liaison between DFA and National Archives
Ensure sound management of the Reprographics and Registry services in the Department
Ensure sound management of staff performance within the sub-directorate.
Chief Administration Clerk: Archives and Record Management (2 Posts) (Ref 44121/3)
Salary:
R117 501 pa
Requirements:
Applicants must be in possession of a Senior Certificate or Grade 12 (or equivalent) and relevant experience in administration of the Archives.
Competencies:
Understanding of National Archives legislation and systems derived from the National Archives Act
Knowledge of the Archives or Library environment
Information Management skills
Computer Skills
Analytical Skills
Good Communication Skills
Language Proficiency
Interpersonal Relations
Client Orientation and Customer Focus
Able to work independently and under pressure
Ability to carry out all physical tasks required in the Archives e.g. carrying files etc.
Duties:
To assist in the maintenance of an effective archival service through efficient information storage and retrieval
Follow a schedule and pre-designed system to move files to and from Service Centres to the Archives
Manage the movement of information materials (control of files) i.e. the registration of new files (from National Archives) and lending and returns of materials
Administer the loaning or borrowing of archival materials by officials (both internal and external) and other Information Centres/Libraries
Provide requested information (files) to researchers in compliance to procedures
Collect information files older than 3 years from various Service Centres, sort as prescribed, box files appropriately, label and place on shelves
Maintain the physical arrangement of files (by category, subject, author, era, etc. at the right locations) and the electronic system that will provide easy access to information (filing index)
Obtain permission and transfer files older that 20 years to National Archives and maintain a record of the transferred files
Applicants must be in possession of a Senior (or equivalent) Certificate and knowledge of and/or experience in fixed asset management (movable and immovable assets).
Competencies:
Knowledge and/or experience in the maintenance of the fixed asset register or inventory control systems utilised in the public sector e.g. Hardcat, LOGIS, BAUD etc
Basic knowledge of Supply Chain Management Framework in the public sector
Advanced knowledge and working experience of MS Excel
Basic knowledge of the PFMA and National Treasury regulations related to the management and control of fixed assets and/or inventory
Basic knowledge of Financial Management and Accounting Principles.
Financial Management skills
Supply Chain Management skills
Analytical skills
Good communication skills
Problem solving
Language Proficiency
Interpersonal relations
Client orientation and customer focus
Computer skills
The official must be prepared to work long hours and to travel abroad when necessary.
Duties:
Monitor compliance to policy, procedures, and work processes relating to fixed asset management and/or inventory control within the Department of Foreign Affairs (DFA) (Both Head Office and Missions). Maintenance of the Hardcat asset register by ensuring monthly updates or capturing in the asset register, information with regards to the new assets purchased asset transfers, and asset disposals for the DFA. Communicate with end-users both at Head Office and in Missions abroad to ensure that the asset registers/inventories are up to date, and are displayed in all locations. Bar-coding of assets after receipt at Head Office, and ensuring that the same exercise is performed by Corporate Services Managers in missions. Yearly stock-take or inventory count of assets. Ensure reconciliation of financial values in the asset register with the expenditure in the financial system (BAS). Facilitate the disposal process of assets. Identify potential risks and report the supervisor.
CFAA: Library Assistant (2 Posts) (Ref 44121/5)
Salary:
R117 501 pa
Requirements:
Applicants must be in possession of a Senior Certificate or Grade 12 (or equivalent) and relevant experience in administration of the Library.
Competencies:
Knowledge of Library environment, procedures and systems
Information Management skills
Computer Skills (especially internet and intranet)
Knowledge of available information search tools
Basic Research and Fact Finding skills
Analytical Skills
Good Communication Skills
Language Proficiency
Interpersonal Relations
Client Orientation and Customer Focus
Able to work independently and under pressure
Ability to carry out all physical tasks required in the Library e.g. carrying files etc.
Duties:
To provide information to all Library users as and when required
Maintain information assets of the library e.g. magazines, research papers, gazettes, books etc
Assist to Promote and Market the Library and liaise with other Information Centres and Libraries
Administer the lending and returning of Library material by users
Filling of documentation as per prescribed systems
Perform all other administrative duties as required e.g. mail, provide statistical reports, photocopies, ordering stationery etc)
Ensure compliance to all security procedures as required within the Library environment
Maintain a tidy working environment e.g. shelves and aisles kept clean and properly arranged.
Applicants must be in possession of an appropriate Bachelor’s degree or equivalent qualification in Management and/or Economic Sciences with relevant experience and in-depth knowledge of Supply Chain Management Framework of the Public Sector.
Competencies:
Detailed knowledge of Supply Chain Management Framework
Knowledge of Supply Chain Management and Financial Management systems e.g. LOGIS, BAS etc
In-depth understanding of principles and application procedures for the PFMA and Treasury Regulations, PPPFA, and BBBEE Acts.
Strategic capability and leadership
Financial Management skills
People Management and empowerment
Networking skills
Analytical skills
Good communication skills
Problem solving
Negotiation
Language Proficiency
Interpersonal relations
Project Management Skills
Client orientation and customer focus
Computer skills.
Duties:
Ensure adherence to Government Strategy, Policies and Procedures pertaining to Supply Chain Management by all staff at the Department of Foreign Affairs (DFA), both at Head Office and in Missions abroad
Ensure effective and efficient systems related to the acquisition, receiving, storage, control, distribution, and payments of goods and services within DFA
Conduct investigations as and when necessary to assess compliance to policy, norms and standards
Evaluate cost-efficiency of the Supply Chain Management control process continuously and initiate improvement interventions
Compile training material on Supply Chain Management and present to all relevant forums within the DFA
Ensure accurate and timeuous provision of management reports to the Director : SCM and externally to National Treasury as required
Applicants must be in possession of an appropriate Bachelor’s degree or equivalent qualification in Management and/or Economic Sciences with relevant experience and in-depth knowledge of Supply Chain Management Framework of the Public Sector.
Competencies:
Detailed knowledge of Supply Chain Management Framework
Detailed knowledge of Supply Chain Management and Financial Management systems e.g. LOGIS ONLINE, BAS etc.
Detailed knowledge of the PFMA and National Treasury regulations related to Supply Chain Management. Knowledge of the PPPFA, BBBEE Act and related prescripts
Basic knowledge of Financial Management and Accounting Principles
Strategic capability and leadership
Financial Management skills
People Management and empowerment
Analytical skills
Good communication skills
Problem solving
Negotiation
Language Proficiency
Interpersonal relations
Project Management Skills
Client orientation and customer focus
Computer skills.
Duties:
Make inputs and/or recommendations to the Deputy Director: SCM to ensure continuous improvement of effectiveness and efficiency of systems related to the acquisition, receipt, storage, control, distribution, and payments of goods and services within DFA
Ensure timeous processing of orders and payments according to relevant prescripts
Ensure effective and efficient management and safekeeping of vouchers relating to the processing of requisitions, orders, and payments for goods and services within the SCM process
Ensure optimal utilisation of available resources and adherence to proper controls in the processing of transactions relating to the Supply Chain Management process
Provide all the reports from the procurement system (i.e. LOGIS) as and when required
Provide technical support to the Departmental Bid Adjudication Committee and various Branch Bid Adjudication Committees as and when required
Ensure sound management of staff performance within the unit.
Chief Directorate: Supply Chain Management and Financial Management
Assistance Director: Personal Assistant to the Chief Director (Ref 44121/8)
Salary:
R174 243 pa
Requirements:
Applicants must be in possession of a Bachelor’s degree or equivalent qualification and relevant experience.
Competencies:
Knowledge of administrative processes and activities
Budget and financial management
Ability to work under pressure and meet deadlines
Accuracy
Good interpersonal skills
Good communication skills (verbal and written)
Reliability and good organisational skills
A team player and capable of handling a wide variety of tasks
Computer literacy
Willing to work long hours.
Duties:
Liaise with various Stakeholders as required by the Chief Director : Supply Chain Management (SCM)
Assist with the compilation and maintenance of the budget for the Chief Directorate :SCM
Arrange meetings for Chief Director: SCM and prepare and review documentation
Keep record and make follow-ups regarding incoming and outgoing correspondence and engagements of the Chief Director
Organise incoming documentation in order of priority for the Chief Director’s attention
Ensure that documentation is correctly prepared for the Chief Director’s meetings
Ensure accurate typing of documentation within the office of Chief Director
Receiving telephone calls and channelling them to the correct individuals or responding to queries
Take minutes and notes in meetings as and when required by the Chief Director: SCM
Assist the Chief Director with general office management
Inform staff of instructions issued by the Chief Director.
Chief Directorate: Property and Facilities Management
Applicants must be in possession of at least a grade 12 certificate and have at least 3 years applicable supervisory experience in the field of facilities management
Competencies:
Basic knowledge of the Occupational Health and Safety Act (OHASA)
Detailed knowledge of cleaning- and household services
Basic knowledge of maintenance of buildings and related facilities
Analytical and good interpersonal skills
Report writing and communication skills
Computer literacy
A valid drivers licence (code 10)
Must be able to work in a team
Good interpersonal relation skills – internally and externally
Planning and organising skills
Management and leadership competencies
Language Proficiency (English)
Sense of urgency
Client orientated (strongly recommended)
Independent thinking
Proven ability to manage staff
Duties:
Manage cleaning and household services at Tulbagh Park complex. This includes managing approximately 40 cleaning and household staff
Conduct regular surveys and inspections of office facilities to ensure customer satisfaction in respect of the rendering of cleaning-, maintenance-, household services
Ensure services are rendered in accordance with the OHASA related policies and procedures and according to the Business Plan
Obtain quotations for the rendering of professional services, e.g.: cleaning of carpets, curtains, blinds, windows, upholstered furniture, pest control, maintenance etc.
Ensure that the cleaning staff has the necessary cleaning material, protective clothing and equipment in order to perform their duties.
Keep and maintain a maintenance register i.r.o. services rendered by outside service providers
Attend Directorate, OHASA and related meetings
Liaise with the DPW and Landlords to ensure Landlords do comply with lease agreements
Perform all supervisory duties e.g.: training and development of staff, compliance with the PMDS.
ENQUIRIES FOR ALL THE ABOVE POSTS SHOULD BE DIRECTED TO: Mr. SA Raswiswi (012) 351-1388
The Department of Foreign Affairs is an equal opportunity, affirmative action employer.
All applicants will be subjected to a process of security clearance and qualification verification.
Candidates will be subjected to a process of competency assessment.
Applications must be submitted on form Z.83, obtainable from any Public Service department and accompanied by a comprehensive CV and certified copies of qualifications and ID document.
Should you not comply with this, your application may not be considered.
No faxed/e-mail applications will be considered.
Please forward your application, quoting the relevant reference number, to: The Director-General, Department of Foreign Affairs, Private Bag X152, Pretoria 0001 or hand deliver to: 1234 Church Street (corner Duncan), Tulbagh Park, Drakenstein Building, Hatfield for the attention of Ms E Fouché.
Closing date: 1 August 2008 (Applications received after the closing date will not be considered.)
