Higher Occupational Certificate: Administrative Attach�

Purpose

The purpose of this qualification is to prepare a learner to function as an Administrative Attach�.

An Administrative Attach� coordinates and assists in the management of the administration of a mission office, thus ensuring that the particular mission is well organised to carry out its representative function in a host country.

The typical graduate attributes of the Administrative Attach� include honesty, integrity, adaptability, security awareness and confidentiality.

A qualified learner will be able to

• Render consular services to country's citizens abroad and host country's nationals in compliance with the relevant legal framework.
• Manage and secure information and records of the Mission.
• Execute general administration functions and responsibilities related to Mission obligations.

Rationale

South African diplomats represent the government in various host countries.Their work is dependent on the existence of a competent support staff that ensures the smooth functioning of the missions. Administration is essential for the effective functioning of a country's missions abroad.The Higher Occupational Certificate: Administrative Attach� is designed to qualify learners to coordinate and manage the administration of a mission office, thus ensuring that the particular mission is well organised to carry out its representative function in a host country. Mission activities are guided by a number of international conventions and treaties as well as the national legal prescripts, which include Foreign Service Code, Foreign Service Act and the use of specially designed systems in terms of foreign service conditions.

It is important that the Administrative Attach� is well conversed in these prescripts in order to ensure compliance.Hence the identified need for this qualification to ensure that Administrative Attach�s provide relevant and professional services in compliance with International conventions and treaties.

Businesses face foreign competition as well as attractive foreign markets. The reality of an interdependent world is brought home to South Africa every day as national economies respond to debt and instability elsewhere.Foreign missions are the pillars of trade promotion and, in particular, of export and export-oriented investment. Potential growth-enhancing factors will benefit from increased global economic integration through trade promotion activities undertaken by the host country and the foreign mission.

The sector will benefit greatly by a cadre of competent Administrative Attach�s,who are well conversant in the prescripts of the national and international legal framework as well as the protocols governing the establishment and maintenance of economic, political, art, science and social relations with the host countries.

The Higher Occupational Certificate: Administrative Attach� provides for the unique nuances of the administrative tasks as well as the unique responsibilities of the Administrative Attach� of the South African diplomatic services in the host country, as opposed to other generic administration qualifications.

Persons currently employed at the Department of International Relations and Cooperation (DIRCO) are targeted learners for this qualification.Possible employment opportunities are offered by the DIRCO and other foreign missions represented in South Africa.The learning typical pathways include qualifications and career opportunities as Office Administrator, Public Service Administrator and Diplomatic Mission Administrator.

This qualification is made up of the following compulsory Knowledge, Practical Skill and Work Experience Modules

Knowledge Modules

• 111204-003-00-KM-01, International Relations and Diplomatic Services in the Context of the DIRCO, Level 5, 4 Credits.
• 111204-003-00-KM-02, Legal Framework and Diplomatic Services, Level 5, 4 Credits.
• 111204-003-00-KM-03, Consular Services, Level 5, 4 Credits.
• 111204-003-00-KM-04, Batho-Pele, Professional Conduct and Ethics, Level 5, 2 Credits.
• 111204-003-00-KM-05, Confidentiality of Diplomatic Practices and Handling of Diplomatic Bags, Level 5, 2 Credits.
• 111204-003-00-KM-06, Diplomatic Protocols, Etiquette and Stakeholder Relations, Level, 5, 4 Credits.
• 111204-003-00-KM-07, Record-Keeping and Registry Administration Principles and Processes, Level, 5, 4 Credits.
• 111204-003-00-KM-08, Efficient and Effective Management of Finances, Level 5, 4 Credits.
• 111204-003-00-KM-09, Efficient and Effective Asset Management and Procurement, Level 5, 4 Credits.
• 111204-003-00-KM-10, Efficient and Effective Human Resource Administration, Level 5, 2 Credits.
• 111204-003-00-KM-11, Professional Skills and Personal Development, Level 5, 3 Credits.
• 111204-003-00-KM-12, Department of Home Affairs Services, Level 5, 8 Credits.
• 111204-003-00-KM-13, Communication Principles, Level 5, 4 Credits.

Total number of credits for Knowledge Modules: 49

Practical Skill Modules

• 111204-003-00-PM-01, Apply the Prescripts of the Legal Framework when Rendering Consular Services, Level 5, 4 Credits.
• 111204-003-00-PM-02, Render Consular Services, Level 5, 12 Credits.
• 111204-003-00-PM-03, Apply Diplomatic Protocols and Etiquette, Level 5, 2 Credits.
• 111204-003-00-PM-04, Handle the Receiving and Dispatching of Diplomatic Bags according to the Prescripts of the Vienna Convention, Level 5, 2 Credits.
• 111204-003-00-PM-05, Protect the Confidentiality of Mission Activities and Information, Level 5, 4 Credits.
• 111204-003-00-PM-06, Manage the Mission Registry and Mission Records, Level 5, 4 Credits.
• 111204-003-00-PM-07, Render Civic and Immigration Services, Level 5, 8 Credits.
• 111204-003-00-PM-08, Execute Efficient and Effective Financial Administration, Level 5, 4 Credits.
• 111204-003-00-PM-09, Execute Administrative Functions for Efficient and Effective Resource Management, Level 5, 4 Credits.
• 111204-003-00-PM-10, Engage in Written, Oral and Aural Communication and Present Information, Level 5, 4 Credits.
• 111204-003-00-PM-11, Conduct Administrative Tasks to Support the Head of the Mission, Level 5, 1 Credit.

Total number of credits for Practical Skills Modules: 49

Work Experience Modules

• 111204-003-00-WM-01, Consular Services, Level 5, 8 Credits.
• 111204-003-00-WM-02, Mission Registry, Mission Records and Confidentiality of Information Management Processes, Level 5, 4 Credits.
• 111204-003-00-WM-03, General Administration Processes, Level 5, 20 Credits.

Total number of credits for Work Experience Modules: 32

1. Apply Legal Framework governing the services at the Mission to ensure compliance to foreign mission's treaties and legislations.
2. Demonstrate the ability to render relevant consular services to a country's citizens abroad and other foreign nationals in the host country.
3. Manage and secure information of the Mission.
4. Execute general administration functions related to Mission obligations.
5. Apply Batho-Pele principles in the delivery of services in accordance with the code of conduct.

ASSOCIATED ASSESSMENT CRITERIA

Associated Assessment Criteria for Exit Level Outcome 1

• Show a broad understanding of the historical, social, political and economic realities of South Africa in a global context.
• Research technologies in the economic sector.
• Interpret and apply current legislation in order to protect the country's integrity, for example, international and national legislation, regulations and policies.
• Interpret and apply international conventions in order to execute South Africa's international obligations in terms of conventions and treaties.
• Explain democracy, diversity and human rights and how it evolved.
• Apply diplomatic protocols and etiquette.

Associated Assessment Criteria for Exit Level Outcome 2

• Render consular services to desolate or imprisoned South African citizens and in cases of emergencies.
• Conduct external Political, Economic, Social, Technological, Legal and Environmental (PESTLE) analysis for the economic subsector.
• Render civic services at a Mission in the host country to South African citizens abroad.
• Render immigration services at a Mission to other foreign nationals in the host country.

Associated Assessment Criteria for Exit Level Outcome 3

• Handle the receiving and dispatching of diplomatic bags according to the requirements of the Vienna Convention.
• Protect the confidentiality of mission activities and information.
• Collect, evaluate, organise and critically evaluate information pertaining to consular services.
• Manage the mission registry and records.
• Administer, protect and manage the handling of face-value documents and stamps in accordance with organisational procedures.

Associated Assessment Criteria for Exit Level Outcome 4

• Execute efficient and effective financial administration in compliance with relevant prescripts using specific financial systems.
• Execute administrative functions for efficient and effective resources (human resources and supply chain) management.
• Administer control over lease agreements of state owned fixed and/or rented properties, movable assets and mission security.
• Conduct written, oral and aural communication and present information.
• Conduct administrative tasks to support the head of the mission.

Associated Assessment Criteria for Exit Level Outcome 5

• Implement work processes in accordance with the principles of Batho-Pele to ensure that high performance is promoted, and the set goals, objectives and quality service delivery are achieved.
• Apply professional values and ethics in line with the DIRCO values in the execution of daily functions.
• Apply professional conduct through managing stress levels in personal and work situations.