Intern Office of the Speaker at Gauteng Provincial Legislature (R4,000 pm basic salary)
Support to meetings in the Office of the Speaker
- Assist in scheduling meetings.
- Ensure venues are booked for all meetings
- Ensure that all logistical arrangements around the meetings are in place, i.e. technical equipment, refreshments, etc
- Assist with the distribution of previous minutes, agenda, supporting documents and task list for the meeting.
- Assist with taking of minutes in all meetings chaired by the Speaker and the Director.
- Draft task lists at the meeting.
- Attend to all meeting needs, i.e. photocopying, circulating attendance register, etc
- Compile and circulate attendance register.
- Filing.
- Assist in ensuring that all meetings are scheduled for quarterly reporting.
- Develop and maintain an effective electronic information management system on all matters relating to documentation and storage of information with respect to the above mentioned management meeting.
- Do RSVPs for all meeting as scheduled by the Director.
Institutional Calendar
- Assist the Institutional Calendar team.
- Assist in ensuring that all relevant stakeholders in the office have access to the updated Calendar.
- Assist in liaising with stakeholders on meeting dates in order to avoid overlaps and conflicts.
Secretariat Support to Office Bearers , Presiding Officers, Speaker’s Forum, Financial Management, Technical Task Team , Staff Meetings etc
- Provide Secretariat support to the Programme Manager
- Provide Secretarial support in Management meetings and all other meetings convened by the Office of the Speaker.
- Assist in the co-ordination and planning for all meetings.
- Assist in ensuring that all logistical arrangements around the Office of the Speaker meetings are in place, i.e. technical equipment, booking of venue etc
- Assist in preparing; distributing the agenda and supporting documents/packs for meetings to all relevant stakeholders.
- Take minutes of all meetings convened by the Speaker i.e. Budget Council meetings and Management meetings
- Develop a decisions register, task tracking document/register and follow up on task/decisions emanating from meetings.
- Assist in providing secretarial support to Stakeholder management meetings in line with the Stakeholder Management Strategy.
- To contribute to the Office’s good corporate governance culture.
The ideal candidate will have the following competencies:
Ability
- Proficient in maintaining a well organized working environment with the required
- Displays verbal and written English communication skills.
- Teamwork
- Team Work and Coorparation
- Clerical Skills: good organization skills, a methodical worker.
- Adherence to procedures and follow processes accurately; timeously and accurate record keeping.
- Goal Oriented
- Proactive
Knowledge
- Computer literate
The Gauteng Provincial Legislature is one of nine (Provincial Legislatures) in the country, which are a product of extensive negotiations that gave shape to the 1996 Constitution.
The Gauteng Provincial Legislature is empowered by the Constitution to make laws for Gauteng, oversee the work of the Provincial Government, and ensure that the people of the Province participate in matters of the running of their Province.
Every day, theresidents of Gauteng have high expectations for the Government of Gauteng to bring about a better life through effective governance and a prompt delivery of services. It is, therefore, the duty of the Legislature as a watchdog over the Gauteng Provincial Government to ensure its efficiency and honesty.
HOW IS THE LEGISLATURE COMPOSED
Being the Parliament of the Province, the Legislature is a House comprising the Speaker (who Heads up the Legislature) and Members of the Provincial Legislature (MPLs) from various political parties, as per the vote of the Gauteng Province.
Political parties get seats in the Legislature through a system of proportional representation meaning, the party with the majority of votes gets the majority of MPLs in the House.
HOW DOES THE LEGISLATURE DO ITS WORK…
The Constitution empowers each of the nine Provincial Legislatures to make laws that apply uniquely to their Province, according to its needs.
When conducting the daily business of the Legislature, the House comprising a collective of MPLs is divided into Portfolio Committees. Each of these Committees is attached to a Department in the Provincial Government, and has a duty to enhance the Departments ability to deliver services through advisory, monitoring and oversight.
The Legislature also has an Administration staff complement, which gives operational support to the work of Committees of the House. The Administrative wing of the Legislature is headed by the Provincial Secretary (or Secretary to the Legislature).Collectively, MPLs consider Bills placed before them by the Provincial Executive, which comprises the Premier of Gauteng and the Members of the Executive Council (MECs).
WHEN MAKING LAWS…
Every new legislation starts out as a Bill. Each Bill is carefully discussed to ensure that it is relevant to the needs of the Province, clear, practical and in line with the Constitution. MPLs also receive submissions from the people of Gauteng on matters of concern to the Province, which may require specific legislation to be instituted.
WHEN PERFORMING OVERSIGHT OVER THE GAUTENG EXECUTIVE COUNCIL…
MPLs debate Bills, budgets, statements and speeches by MECs, either in Committee meetings or in plenary sessions of the Legislature. Committees have the power to summon MECs and Government Departmental officials to answer questions relating to service delivery in the Province.
The MECs must be prepared to answer hard questions on how they are delivering a better life to the people of Gauteng. Committees can also undertake investigations into activities by Government Departments and such investigations are often open to public scrutiny.
The Legislature allows the people of Gauteng to participate in law-making and oversight processes. It is a Constitutional requirement that the Provincial Legislature affords Citizens an opportunity to partake in legislative processes.
HOW DOES THE PUBLIC PARTICIPATE IN THE WORK OF THE LEGISLATURE…
Committees of the Legislature hold regular meetings with civil society organisations to share views on legislative and service delivery matters. This helps MPLs to get familiar with challenges facing communities.