OFFICE ADMINISTRATOR: EXECUTIVE MAYOR
KOUGA MUNICIPALITY (EC 108)
EXTERNAL VACANCY
NOTICE NO. 280/2025
Kouga Local Municipality is committed to the prescripts of the approved Employment Equity Plan and furthermore invites suitably qualified applicants to submit a detailed application for the following positions:
OFFICE ADMINISTRATOR: EXECUTIVE MAYOR
REQUIREMENTS:
- Secretarial/ Public Administration Diploma at NQF level 6 qualification;
- 3 Years’ experience as a personal assistant to a senior manager;
- Demonstrable organizing and prioritizing skills;
- Demonstrable high-level writing skills;
- High level of confidentiality;
- Excellent communication skills.
- Bilingual in at least 2 of the 3 official languages prevalent in the Kouga Area;
- High level of proficiency in (MS Word and Excel);
- Conflict management skills;
- Must be able to handle highly pressurized situations.
SALARY: R 301 729.02 Per Annum
TASK: 10
DURATION: Linked to the term in Office of the Current Executive Mayor
DUTIES:
- Scheduling, confirming and updating the diary of the Mayor and alerting or indicating priority/ urgent meetings requiring attention.
- Arranging travel and accommodation for the Executive Mayor and supporting Mayco members for out of town (National & International) meetings.
- Organising, confirming and scheduling meetings/ appointments with internal departments/ external officials, arranging the venue and attending to catering/ refreshments requirements.
- Copy typing and formatting documents/ reports and creates presentations using word processing and related office applications.
- Updating the correspondence register inserting reference numbers and subject of correspondence received and in circulation and/ or seeking information and approval of and communicating response established for specific/ or routine matters.
- Preparing notification, agendas and minutes for specific office events and meetings (Council/ Executive Committee) and attending to the distribution and/ or arranging for the collection of documentation prior to scheduled meetings.
- Obtaining a list from the Executive Mayor / Municipal Manager / Directors for invitees to Mayoral functions; typing all invitations and sending to the invitees; monitoring returns and providing feedback to the Executive Mayor / Manager: Special Programms and other role-players; including handling the necessary arrangements for Mayoral functions.
- Perusing Council and Committee Agenda and Minutes of Meetings and identifying with items associated with the Section’s activities requiring the attention of the Executive Mayor.
- Searching for information on specific topics on behalf of the Executive Mayor using electronic internet medium, library resources, etc. and specialist personnel and, collating and forwarding for perusal.
- Attending to the transactional processing sequence against allocated budget votes/ petty cash of expenditure incurred, claims and deductions and, collating and forwarding reconciled amounts for further processing.
- Searching for information on specific topics on behalf of the Executive Mayor using electronic internet medium, library resources, etc. and specialist personnel and, collating and forwarding for perusal.
- Providing support during Mayoral meetings, attending to the application of meeting procedures and recording discussions and resolutions with respect to agenda items.
- Referencing source documentation, reports and/ or instructions using alphanumeric sequential codes, to facilitate retrieval.
- Updating files inserting current and relevant information and seeking approval on the destruction of old or outdated correspondence/ documentation.
- Retrieving supporting documentation and records to facilitate and support query resolution.
- Attending to telephonic calls and visitors to the Office of the Mayor, establishing nature of visit and attending to specific routine matters and/ or recording details of enquiries and/ or messages in the absence of the Mayor and forwarding for attention upon availability.
- Removing and replacing consumable items (paper, ink) from specific office equipment, transmitting/ receiving facsimile and/ or attending to the photocopying of correspondence/ documents.
- Maintaining stocks of standard forms and stationery and completing requisition orders to facilitate the replenishment of items prior to depletion.
BENEFITS: As per standard conditions of service.
Applicants must submit a formal application form and a comprehensive CV, copies of qualifications, identity document and driver’s license. Applications must be submitted electronically as one PDF document to recruitment@kouga.gov.za. Application forms can be obtained from the Municipal website, www.kouga.gov.za and must reach the Human Resource Manager on or before Friday, 05 December 2025 at 12:00.
For any enquiries contact Ms Zandile Gxuluwe: 042 2002 200.
Disqualification:
Please note that the following can lead to disqualification:
- Canvassing of councillors.
- Submission of fraudulent qualifications and/ or documents.
NB: Please note that shortlisted candidates will be subjected to a vetting and assessment process. By applying for this position, the candidates agree to background checks being performed.
The Municipality reserves the right not to make an appointment.
Preference will be given to applicants residing within the Kouga area of jurisdiction.
Should you not hear from us within 30 days of closing date, kindly regard your application as being unsuccessful.
MR. C DU PLESSIS P. O. BOX 21
MUNICIPAL MANAGER JEFFREYS BAY
6330
