 File Correspondence for the Sub-Directorate  Provision and distribution of promotional materials  Maintain the safe keeping of all confidential documentation from unauthorised people.  Tracking of all outgoing Memo Submissions for Victim Empowerment  Completion of daily Attendance register  Completion of Leave hard copy  Completion and submission of PMDS as per RD dates provided  Draft the minutes and agenda of the Sub-directorate meetings and to draft reports  Coordinate the sub-directorate meeting (venue, attendance register, copy of minutes  Minutes of monthly sub-directorate -Meeting drafted and circulated within 2 weeks after meeting  Arrange with hospitality ladies for refreshment  Facilitate the administrative functions for the workshops/national & International days  Ensure distribution of promotional material during events  Finance & Procurement Management  Ensure that the demand plan is prepared and finalised annually; ensure expenditure is in line with the demand plan, Cost containment and PFMA  Compile quarterly report on over and under expenditure  Maintain and update Procurement register weekly  Prepare order forms(RLS01/02) and submit to finance and procurement for processing  Liaise with suppliers  Compile monthly tracking report  Monitor expenditure report monthly  Ensure adherence to policy and legislation  Submit signed motivations and invoices after initial check for the following has been performed  Budget available  Budget codes and items  Calculations and relevant signatures  Complete RLS 01’s 4-6 weeks before the activities & RLS 02’s within a week of receiving the invoice, with estimate quotation  Scan documents for referral to other units as per specification of Manager  Source estimate quotations control of office stationary stock  Create route forms for all outgoing correspondence.  Create and maintain incoming and outgoing mail registers  Fax and email documents and confirmation of receipts of request unless otherwise stipulated, as the needs arise  Make photocopies and bind documents, as the need arises  Incoming and outgoing correspondence  Check all documents before given to the Manager for the following day