SAQA All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.
SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD: 

Develop and apply administrative principles in the implementation of Municipal Office Administration 
SAQA US ID UNIT STANDARD TITLE
123460  Develop and apply administrative principles in the implementation of Municipal Office Administration 
ORIGINATOR
SGB Administration 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Public Administration 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular-Fundamental  Level 4  NQF Level 04 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2018-07-01  2023-06-30  SAQA 06120/18 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2024-06-30   2027-06-30  

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.  

This unit standard does not replace any other unit standard and is not replaced by any other unit standard. 

PURPOSE OF THE UNIT STANDARD 
Learners working towards this standard will be able to apply administrative abilities that will enhance the service delivery capacity of their respective municipalities. They will be able to provide administrative services that meet and exceed the requirements.

The qualifying learner is capable of:
  • Utilising administrative systems within a municipality to support service delivery.
  • Recording and maintaining administrative information.
  • Maintaining information at the required level of confidentiality.
  • Demonstrating an understanding of and applying the personnel procedures relating to compliance with municipal requirements.
  • Processing filing and indexing of important documentation. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that the learner is competent in:
  • Communication at NQF Level 3, or equivalent.
  • Mathematical Literacy at NQF Level 3, or equivalent.
  • Computer Literacy at NFF Level 3, or equivalent. 

  • UNIT STANDARD RANGE 
    N/A 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Demonstrate an understanding of the nature of office administrative systems within a municipality. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    A list of all administrative systems with the municipality are identified and explained with reference to municipal by-laws. 
    ASSESSMENT CRITERION RANGE 
    Administrative systems include but not limited to staff administrative systems, filing systems, service delivery systems.
     

    ASSESSMENT CRITERION 2 
    The resources necessary for the functioning of the administrative systems within the municipal work environment are explained with examples. 
    ASSESSMENT CRITERION RANGE 
    The resources include but are not limited to personnel, office space, information technology, and finances.
     

    ASSESSMENT CRITERION 3 
    The channels for assessing the administrative systems are identified and applied in own work context. 

    ASSESSMENT CRITERION 4 
    Information for meetings is received, collected and processed in formats that guide proceedings of meetings. 

    ASSESSMENT CRITERION 5 
    Work related information is recorded for future reference and to guard assets of the municipality. 

    ASSESSMENT CRITERION 6 
    Working practices designed to maximise safe and healthy environment working environment are discussed with reference to personal health and safety. 

    SPECIFIC OUTCOME 2 
    Record and maintain administrative information. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Information is provided to internal and external stakeholders and customers in accordance to municipal routine requirements and once off requests. 

    ASSESSMENT CRITERION 2 
    Records and documentation are stored according to municipal requirements. 
    ASSESSMENT CRITERION RANGE 
    Documentation and records include but not limited to financial records, internal correspondence, copies of outgoing correspondence.
     

    ASSESSMENT CRITERION 3 
    Out-dated information is archived in accordance to administrative procedures in a municipal environment. 

    ASSESSMENT CRITERION 4 
    Opportunities for improving the management and archiving of information are identified and explained with examples. 

    ASSESSMENT CRITERION 5 
    Legal documentation relating to office administration in municipalities is identified and used to guide service delivery. 
    ASSESSMENT CRITERION RANGE 
    Documentation includes but is not limited to letters from senior municipal officials, minutes of council meetings, letter of request, vesting order, charging order, garnishee order, court of protection order, bankruptcy order, stop notice, powers of attorney, enduring powers of attorney.
     

    SPECIFIC OUTCOME 3 
    Maintain information at the required level of confidentiality. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Confidential information is identified and kept confidential in accordance with municipal internal and legal requirements. 

    ASSESSMENT CRITERION 2 
    The systems applied for keeping administrative information and records confidential are explained with examples. 

    ASSESSMENT CRITERION 3 
    The mandates applicable for access to confidential information are identified for administrative staff and other personnel according to their roles, responsibility and authority. 

    ASSESSMENT CRITERION 4 
    Risks to confidentiality of information and records within own workplace are identified and recommendations made to ensure risk minimisation. 
    ASSESSMENT CRITERION RANGE 
    Risks include but are not limited unauthorised access, employee negligence, breach of confidentiality.
     

    ASSESSMENT CRITERION 5 
    Current communication facilities are used to enhance productivity of office administrative functions. 
    ASSESSMENT CRITERION RANGE 
    Communication facilities include but are not limited to telephone systems, fax, view data and electronic mail.
     

    ASSESSMENT CRITERION 6 
    Advantages and disadvantages of different telecommunication services are listed with reference to municipal service delivery objectives. 

    ASSESSMENT CRITERION 7 
    Procedures used to process incoming and outgoing mail are described in the context of provisions associated with postal and non-postal mail. 

    ASSESSMENT CRITERION 8 
    A system used by the municipality to circulate mail and internal communications is described in a manner that demonstrates an understanding of the need to improve official communication channels. 

    SPECIFIC OUTCOME 4 
    Demonstrate an understanding of and apply the personnel procedures relating to compliance with municipal requirements. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The control systems relating to administrative procedures in the municipal environment are explained in relation to own work context. 

    ASSESSMENT CRITERION 2 
    Non-conformances to the control systems and administrative procedures by personnel are noted and recommendations made for improvements. 

    ASSESSMENT CRITERION 3 
    Corrective actions are implemented in accordance with municipal policies. 
    ASSESSMENT CRITERION RANGE 
    Corrective action includes but is not limited to the public sector codes of conduct and ethics, dispute resolution codes of conduct.
     

    ASSESSMENT CRITERION 4 
    Stock control procedures for ordering, handling and issuing office stationary and supplies are discussed in the context of cost minimisation. 

    ASSESSMENT CRITERION 5 
    Stock control forms, cards and requisitions are completed in order to comply with municipal administrative procedures. 

    SPECIFIC OUTCOME 5 
    Process filing and indexing of important documentation. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Principal classification systems are identified and used to file important municipal administration documents. 
    ASSESSMENT CRITERION RANGE 
    Classification includes but is not limited to alphabetical, numerical, subject, geographical and chronological methods.
     

    ASSESSMENT CRITERION 2 
    Advantages and disadvantages of different filing and indexing systems are identified with reference to improved filing procedures for a municipality. 

    ASSESSMENT CRITERION 3 
    Suitable cross-reference cards are devised and used in an office environment. 

    ASSESSMENT CRITERION 4 
    Basic rules for operating a filing system, including retention policy are applied with reference to municipal by-laws. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • Any individual wishing to be assessed (including through RPL) against this unit standard may apply to an assessment agency, assessor or provider institution accredited by the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Anyone assessing a learner against this unit standard must be registered as an assessor with the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Any institution offering learning that will enable achievement of this unit standard or assessing this unit standard must be accredited as a provider with the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Moderation of assessment will be conducted by the relevant ETQA at its discretion. 

  • UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    The learner must demonstrate an understanding of:
  • A good understanding of all legal documents and records.
  • A good understanding of the administrative policies and procedures.
  • Filing and indexing procedures.
  • Recording systems. 

  • UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Identify and solve problems using critical and creative thinking processes to manage administrative systems. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others as a member of a team, group, organisation or community to ensure the management of personnel procedures relating to compliance to administrative procedures. 

    UNIT STANDARD CCFO ORGANISING 
    Organise and manage oneself and one's activities responsibly and effectively in order to ensure that filing, indexing and administrative records are updated and maintained on an ongoing basis. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information in order to maintain administrative systems and process filing and indexing in a proactive manner. 

    UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively using visual, mathematical and/or language in the modes of oral and/or written persuasion to index administrative record systems. 

    UNIT STANDARD CCFO SCIENCE 
    Use science and technology effectively and critically, showing responsibility to the environment and health of others in maintaining record keeping and administrative systems. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate an understanding of the world as a set of interrelated systems by recognising that administrative problem-solving contexts within the public sector do not exist in isolation. 

    UNIT STANDARD CCFO CONTRIBUTING 
    Participating as responsible citizens in the life of local, national and global communities by ensuring the confidentiality of important information and managing administrative systems proactively in order to ensure efficient service delivery. 

    UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

    REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015. 

    UNIT STANDARD NOTES 
    N/A 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  50372   Further Education and Training Certificate: Municipal Finance and Administration  Level 4  NQF Level 04  Reregistered  2023-06-30  LG SETA 
    Elective  57712   Further Education and Training Certificate: Generic Management  Level 4  NQF Level 04  Reregistered  2023-06-30  As per Learning Programmes recorded against this Qual 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS UNIT STANDARD: 
    This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.
     
    1. ABA Sebenzi 
    2. Africa Corporate Training Institute and HR Consulting 
    3. Africa Institute For Public Administration 
    4. AfroXpert Performance Developement cc 
    5. Alpha Business Consultants 
    6. Amabamba Recruitment 
    7. ARMS - Audit & Risk Management Solutions 
    8. Asiphokuhle Training and Research Institute 
    9. AVAX SA 481 CC. T/A Mandisa Development Services 
    10. AVC Corporate Advisory Services (PTY) LTD. 
    11. Bafedile M (PTY) LTD 
    12. Bantubanye Skills 
    13. Bikologix Projects 
    14. Boikgantsho Consulting & Events 
    15. Boni Africa Events & Development 
    16. Break The Chains Development Services 
    17. Buena Vista Learning Academy 
    18. Colgene Group 
    19. Cool Ideas 1016 (Pty) LTD t/a ESP Consulting 
    20. Cre8ive Organisational Development 
    21. CTAM Training and Consulting 
    22. CTC College(PTY) LTD. 
    23. Development Bank of Southern Africa (DBSA) 
    24. DialNx Consultants 
    25. Ditirelo Skills Development Services 
    26. Elective Training Institute Enterprise CC 
    27. Eskilz College (Pty) Ltd 
    28. Ethembeni Multi Service Enterprise (Pty) Ltd 
    29. Execuprime Business College (Pty) Ltd 
    30. Express Model 405 
    31. Freddy Mfana Trading Enterprise 
    32. Glere Skills and Consultants 
    33. Glo Leb Training & Development 
    34. Green Horizon Consulting (Pty) Ltd 
    35. Growth Management Consulting 
    36. Gudlhuza Development Solutions cc 
    37. Hamonate Consulting 
    38. HDPSA 
    39. Hlaniki Investment Holdings 
    40. Hlombe and Associates 
    41. Institute of Health and Social Care Studies 
    42. IQ Skills Academy (PTY) LTD. 
    43. Iziko Capacity Building CC. 
    44. JEPHMAG TRADING PTY LTD 
    45. Jobafrik Consulting 
    46. Josmap Training Institute 
    47. Kalideen Management 
    48. Kamanga Skills Projects 
    49. Karabo Ya Karabo 
    50. Kernel Management and Consulting (PTY) LTD. 
    51. Kgolo Institute 
    52. Kgotla Trading Enterprise 
    53. Kia Chuma 
    54. Kodi Traiding Enterprise 
    55. Leap Skills Developmemt Institute (Pty) Ltd 
    56. Lekopani Training Institute 
    57. Letlhokoa Management Services CC 
    58. Lewerb Holdings (PTY) Ltd 
    59. M.I.C. Training and Development 
    60. Magase and Shakong Projects 
    61. Maile Consulting 
    62. Makavila Suppliers CC. 
    63. Management College of Southern Africa (MANCOSA) 
    64. Mangalani Business Enterprises 
    65. Masemase Consultancy CC. 
    66. MashMP Holdings 
    67. Mashphe Logistics Services 
    68. Mathye and Ditlou Dynasty Corporate 
    69. Matsila Holdings 
    70. Mgwezane Training and Events Management CC. 
    71. Miczo's Enterprise 
    72. Misol Projects cc 
    73. MJ Mafunisa Consulting (PTY) LTD 
    74. Mmanape Management Solutions 
    75. MML Consulting CC. 
    76. Mod-Mosh Projects and Consulting (PTY) LTD 
    77. Mortarboard Training Solutions 
    78. Mosako Wa Kitso 
    79. Multiple Productive Management Solutions 
    80. Nemalale Eagles Consultancy CC 
    81. NJ & L Trading Enterprise CC. 
    82. Nkqubela Community Developers 
    83. NS Global Academy 
    84. Ntsangalala Business Enterprise 
    85. Nyankwavi Investment CC. 
    86. Outeniqua Leadership Institute 
    87. PanAfrican Supply Chain Academy 
    88. Pioneer Business Consulting 
    89. PMA Holdings (PTY ) LTD. 
    90. Power Rush Trading 170 CC. 
    91. Sanchaa Connection 
    92. Sasalethu Consulting and Associates 
    93. SEVEN ARROWS PROTECTION ALLIANCE CC 
    94. Sinokuhle Konke Trading Enterprise 
    95. Sisodwa Investment Enterprise 
    96. STARPLEX 408 CC 
    97. Summat Training Institute 
    98. SWARANANG MANAGEMENT CONSULTING CC 
    99. Tadi Training & Development Institute 
    100. Thuto Lere Community Empowerment Programme 
    101. Thuto-Boswa Education and Training Solution 
    102. Tlaletso Consultants 
    103. Tloumogale Business Development & Consulting 
    104. Township Fire and Rescure (Pty) Ltd 
    105. Triads Management Services 
    106. Tsebong Training Centre 
    107. Tshisimani Holdings (PTY) Ltd. 
    108. Twin Peak Technologies 
    109. Ukhamba Quality Skills 
    110. Umfolozi FET College 
    111. Umqondo Consultancy 
    112. Umsenge SDCS 
    113. University of Venda 
    114. Vicmat Consultants 
    115. Visionary Academy 
    116. Vuselela FET College - Klerksdorp Campus 
    117. Ya Hina Management Consulting and projects 
    118. Zambezi Accounting (Pty) Ltd 



    All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.