Office Admin: Communication and Stakeholder Relations at The South African Weather Service

Office Admin: Communication and Stakeholder Relations

Closing Date: 26 February 2026

Job Summary

The Office Administrator provides comprehensive administrative, logistical,
financial, and stakeholder support to the entire CSR Department under the Senior Manager:
Communications and Stakeholder Relations.

Key Performance Areas

Logistics Arrangements

Request quotations to inform travel and accommodation arrangements in line with
allocated budget.
Coordinate travel arrangements in line with procurement process.
Submit approved travel and accommodation requisitions to Finance for processing.
Check travel plans a few days prior to departure to ensure all is in order.
Submit approved travelling claims for payment upon their return for purposes of re-imbursement.
Prepare and distribute itineraries that include details regarding dates, travelling times,
maps/ directions, addresses, phone numbers, e-mail addresses, parking and contact persons to attendees.

Administration and Quality Management Systems

Serve as the first point of contact for the department.
Address queries from stakeholders and / or channel queries to correct role players.
Coordinate the monthly and quarterly reporting.
Act as the Point of contact for Auditors within the department to ensure smooth audit
process.
Develop good working relations with relevant personnel for ease of execution of
duties.
Assist with developing and reviewing standard templates.
Make changes to presentations as per Manager’s instructions.
Prepare correspondence for internal and external purposes.
Maintain an effective filing system for ease of tracking and retrieval of documents.
Develop a database of contacts and updates regularly to ensure current information.
Order stationery, office equipment and oversees general equipment maintenance in
the department.
Assist with audit coordination and data capturing.
Establish and maintain an effective filing system for the department.
Support the office in the implementation of the Quality Management System i.e.
control of records and documents.
Obtain costing information for events to assist Managers in budgeting and forecasting.
Capture the expected revenue forecast onto system / spreadsheet in readiness for
submission to Finance.
Monitors spend during the year to prevent overspend on allocated budget.
Check provisions on a monthly basis to ensure correctness of allocations.
Investigate anomalies and rectify as directed by Senior Manager.
Compile variance analysis for the department
Manage the petty cash in line with Finance guidelines.
Raise purchase orders for required services and request authorisation from Manager
prior to forwarding to Supply Chain Management (SCM).
Facilitate payments for service providers by preparing and submitting payment to
Finance for processing.
Submit invoices together with PO to Finance within payment deadlines.
Check that invoices are paid timeously and communicate with Finance on processing
of invoices.

Policy, Governance & Compliance

Develop and implement ER policies and frameworks in line with legislation and best
practice.
Ensure compliance with collective agreements, internal policies, and statutory
requirements.
Partner with HRBPs and Legal to ensure alignment and consistent application across
the business.

Communications and Stakeholder Engagement/Management

Liaise with clients to ascertain requirements, and levels of service provision excellence.
Represent SAWS in meetings with stakeholders as instructed or requested.
Promote the awareness of SAWS products and services to all stakeholders.
Support staff involved in exhibiting SAWS products and services at dedicated client
contact events such as exhibitions, corporate events, workshops, conventions, expos etc.
Liaise with internal and external stakeholders.
Assist with communication and stakeholder relations activities

Required Minimum Education/Training

A National Diploma in Communications, Media Studies, Public Relations or related field

Required Minimum Work Experience

A minimum of 2 years’ experience in a similar role of communications, or stakeholder
relations, and administration.
Excellent communication skills (written and verbal)
Meticulous attention to detail
Project Management
Ability to work under pressure with strict deadlines and extended hours at times
Good interpersonal skills and stakeholder management

CLICK HERE TO APPLY

Also Check: