Closing date: Friday, September 4, 2026
Full details:
Requirements:
Duties
its committee meeting) are compiled by the Administration officers for distribution via Record Section to the relevant Departments for execution thereof.
delegates attending and facilities required.
specific sessions; Compiling Council's annual program of scheduled meetings.
discussion, referring to Council resolution, reports and correspondence.
Download document: Document: Chief Administration Officer.pdf Title: Chief Administration Officer
Salary: R 495 954.99 per annum (Post level T13 of a Grade 4 Municipality)
Career category: Chief Administration Officer
- A 3 Year relevant NQF Level 6 qualification in Public Administration / Public Management.
- Code B driver's licence.
- 5 Years relevant administration experience in the government sphere.
- Computer literacy in MS Office applications.
- Good interpersonal, planning and communication skills.
- Good supervisory, control, human relations, interpersonal and communication skills.
- Good interpersonal and communication skills and ability to give attention to detail; mentally fit and able to do the work.
- Must be fit and healthy to carry out duties, with good eyesight, hearing, and speech ability.
- Must be able to function effectively in difficult working conditions.
- High level of responsibility, ability to work under pressure, and ability to handle conflict.
- Required to work overtime and/or outside normal working hours during emergencies and planned overtime.
- Must perform duties in the whole municipal area.
- Fluent in at least 2 of the 3 languages spoken in the Western Cape: Afrikaans, English or IsiXhosa.
- Please note: A performance agreement is also applicable to this position whereby the employer reserves the right to institute a performance management program.
- Take all steps relating to arrangements of meeting and the preparation of the Council Chamber; Take notes and prepare draft minute at meeting as directed; Check and submit final document to the manager Administration; Prepare reports to the Executive Mayoral Committee; Check and distribute executive correspondence; Arrange that all executive Mayoral decisions be conveyed to internal Directorates/Sections and public; Oversee that all Mayoral decisions are implemented and executed.
- Ensure that delegations are evaluated regularly for their compliance with administrative legal principles and recommend change as the needs arise; Provide information and advice to other departments with regard to agreements and reports to Council.
- Control and ensure that an efficient and effective messenger service is in place.
- Control and coordinate the delivery of auxiliary services with regard to photocopying, reproduction service, typing, switchboard, client services and catering services.
- Organize catering for meetings and a variety of functions; Co-ordinate specific logistical and procedural requirements associated with Council's meeting and Committee support functions; provide guidance on meeting procedures and serve as custodian of such proceedings
- Allocating secretarial resources in accordance with the status and complexity of meetings and submitting completed schedules for approval and execution.
- Ensuring the implementation of Council's resolution by means of instruction sheets and cuttings (extracts from minutes of Council and
- Ensuring that the Admin Officer responsible for a particular agenda/meeting imposes fines on Councillors for non-attendance of Council and its committee meetings.
- Referring to Council's schedule of meetings and arranging and confirming the venue with due consideration given to the number of
- Communicating with internal departments and/ or external service providers in respect of the stationery and equipment needed for
- Providing fully functional secretarial support to various Committee and Sub-Committee meetings.
- Communicating with Office Bearers to establish items for inclusion in the agenda.
- Submission of investigational/general reports and proposals supporting agenda items.
- Ensuring that all supporting information is included with specific items to eliminate any possible confusion.
- Responsible for scrutinizing all draft agendas for correctness prior to having it signed and distributed.
- Accessing and making information available prior to the meeting to the Chairperson and I or representatives on specific items for
- Provide administration support in preparing items and render a translation service.
- Co-ordinate the compilation of Council agenda and minutes as well as reports to standing committees.
- Oversee the typing and printing of all official and general documents through word processing.
- Responsible for the compilation and generation of all official documents for inclusion in the relevant agenda and minutes of Council. Committees and co-ordinates the provision of an efficient and effective translation service for Council.
- Monitors the use of languages in the municipality pertaining to the translation of documents/adverts/notices and press releases of Council, recommendations, and summaries of all items and gives instructions for any translation request to be executed as a matter of priority.
- Coordinate the functioning of the translator in order to prioritize translation/interpretation requests and work received.
- Allocate and distribute committee function work amongst the subordinate personnel; coordinate activities relating to meetings, such as the deadlines in accordance with the rules of order for council and its committees; Advertise council and committees in the media in accordance with the Municipal System Act; Check and scan through all meeting agendas and correspondence for correctness.
- Compile a work schedule for the compilation of agendas for Council and Committee meetings in order to distribute work evenly.
- Coordinate the rendering of an efficient translation service throughout the municipality.
- Ensure a high standard of typing, printing and copying of official documentation (Minutes and Agendas) as well as other documentation for which the section is responsible; Coordinate the systematic safekeeping of agendas and coordinate the systematic safekeeping of meetings.
- Ensure that a Procedure Manual pertaining to Committee functioning is compiled and maintained.
- Responsible for sourcing quotations in terms of the Supply Chain Policy.
- Responsible for the administration and sequencing of all official donations.
- Responsible for all in- house maintenance requirements for the whole of the Witzenberg Municipality offices.
- Monitor and audit the telephone expense account of council administration staff.
- Liaise with both internal and external stakeholders on council matters; communicate with departmental heads regarding the inclusion of items in agendas; Planning and sourcing information in conjunction with the various departments; Obtain information from departments in order to finalize planning for items for specific agendas; communicate resolutions to the various stakeholders in expediting the action deriving from it; Communicate meeting dates and times to Councillors to ensure attendance.
- Interact with the various Chairmen of Committees in order to verify the correctness of agendas and minutes.
- Handle all staff matters that may have an effect on the smooth functioning of the section; Assign work, check work and monitor the performance of subordinates to identify possible problems before it affects productivity; deal with grievances and disciplinary matters and assess the performance of individuals and control leave arrangements by recommending or disapproving leave applications.