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 THAT HAS PASSED THE END DATE: 

Manage the administration of a mission office 
SAQA US ID UNIT STANDARD TITLE
114849  Manage the administration of a mission office 
ORIGINATOR
SGB Diplomacy, Protocol and Foreign Affairs Assist 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 08 - Law, Military Science and Security Sovereignty of the State 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular  Level 6  Level TBA: Pre-2009 was L6  12 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Passed the End Date -
Status was "Reregistered" 		 2007-06-26  2008-11-26  SAQA 0160/05 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2009-11-26   2012-11-26  

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 is replaced by: 
US ID Unit Standard Title Pre-2009 NQF Level NQF Level Credits Replacement Status
259977  Manage the corporate services of a mission  Level 6  Level TBA: Pre-2009 was L6  5   

PURPOSE OF THE UNIT STANDARD 
This unit standard has as its core purpose, qualifying learners who will be able to manage and organise the work of an administrator in the mission office. The learner will be familiar with administration codes of the Department of Foreign Affairs as a management tool. This includes the procedures for receiving and dispatching diplomatic bags; the control of fixed property, movable assets, transport and security. The learners will be actively involved in administrative matters pertaining to the efficient functioning of a business-unit abroad or at Head Office.

The qualifying learner will be able to:
  • Demonstrate knowledge of Department of Foreign Affair's administration codes and policies.
  • Manage the service standards of the mission office.
  • Manage the finalizing of administrative documentation.
  • Manage the receiving and dispatching of diplomatic bags in terms of the Vienna Convention.
  • Manage control over state owned fixed and/or rented properties, movable assets and security. 
    		•

    LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    Learners accessing this unit standard are assumed to have a Level 5 qualification or RPL equivalent. 

    UNIT STANDARD RANGE 
    N/A 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Demonstrate knowledge of Department of Foreign Affair's administration codes and policies. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    DFA organization and management systems are described and applied. 

    ASSESSMENT CRITERION 2 
    DFA financial administration codes and policies are described and implemented. 

    ASSESSMENT CRITERION 3 
    DFA personnel administration policies are described and implemented. 

    ASSESSMENT CRITERION 4 
    Principles of good governance are adhered to. (Batho Pele). 

    ASSESSMENT CRITERION 5 
    Appropriate labour related aspects and issues are observed where necessary. 

    ASSESSMENT CRITERION 6 
    General procedures concerning transport, accommodation, security and communication are applied. 

    SPECIFIC OUTCOME 2 
    Manage the service standards of the mission office. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Defined roles, activities and reporting procedures are supervised. 

    ASSESSMENT CRITERION 2 
    The agency services standards of the DFA are described and implemented. 

    ASSESSMENT CRITERION 3 
    A comparison between existing and required service standards is conducted. 

    ASSESSMENT CRITERION 4 
    An action plan is developed to improve standards within an agreed timeframes with specifications. 

    ASSESSMENT CRITERION 5 
    An appointment dairy for the mission and communication etiquette is clear, concise and according to protocols. 

    ASSESSMENT CRITERION 6 
    Meetings are chaired and conducted appropriately. 

    ASSESSMENT CRITERION 7 
    The arrangement of functions is managed efficiently. 

    ASSESSMENT CRITERION 8 
    Interpersonal skills are demonstrated clearly in all communications. 

    SPECIFIC OUTCOME 3 
    Manage the finalizing of administrative documentation. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Administrative documentation is analysed and verified. 

    ASSESSMENT CRITERION 2 
    All required supporting documents are checked according to policies and procedures of the DFA and Department of Home Affairs. 

    ASSESSMENT CRITERION 3 
    The effects of incomplete or inaccurate administration and its impact on the professional image of the mission office are explained. 

    ASSESSMENT CRITERION 4 
    Discrepancies are identified within documentation and an action plan developed to resolve such discrepancies, is implemented. 

    ASSESSMENT CRITERION 5 
    Explanations for unresolved discrepancies are reported to relevant authorities within the DFA. 

    ASSESSMENT CRITERION 6 
    Documents are authorized according to administrative procedures of the DFA. 

    ASSESSMENT CRITERION 7 
    Administrative document controls regarding security and confidentiality are adhered to. 

    SPECIFIC OUTCOME 4 
    Manage the receiving and dispatching of diplomatic bags in terms of the Vienna Convention. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Application of the preparation and reception procedures of diplomatic A and AF bags is demonstrated. 

    ASSESSMENT CRITERION 2 
    Procedures for incoming and outgoing bags are supervised. 

    ASSESSMENT CRITERION 3 
    Mail from partner departments are dealt with procedurally. 

    ASSESSMENT CRITERION 4 
    Sections 27 and 35 of the Vienna Convention regarding diplomatic bags are applied. 

    ASSESSMENT CRITERION 5 
    Registers and mail schedules for diplomatic bags are checked and updated. 

    ASSESSMENT CRITERION 6 
    Procedures for the security of all outgoing bags are implemented. 

    SPECIFIC OUTCOME 5 
    Manage control of state owned fixed and/or rented properties, movable assets and mission security. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The purpose and functions of Provisioning administration are described. 

    ASSESSMENT CRITERION 2 
    Procurement activities are managed as per DFA prescripts and policies. 

    ASSESSMENT CRITERION 3 
    Stock control and requisition procedures are implemented and maintained. 

    ASSESSMENT CRITERION 4 
    Skills in identifying suitable property for mission purposes are demonstrated. 

    ASSESSMENT CRITERION 5 
    A maintenance plan is drafted. 

    ASSESSMENT CRITERION 6 
    Maintenance of state property, furniture and equipment is organized. 

    ASSESSMENT CRITERION 7 
    Contract and lease agreements are administered. 

    ASSESSMENT CRITERION 8 
    Security plans and security services are implemented. 

    ASSESSMENT CRITERION 9 
    Motivations for procuring or disposing of movable assets and official vehicles are compiled. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • An 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.
  • Anyone assessing a learner against this unit standard must be registered as an assessor 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.
  • Moderation of assessment will be conducted by the relevant ETQA at its discretion. 
    		•

    UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
  • DFA organisation and management
  • DFA financial administration policy
  • Personnel administration policy
  • LRPs at missions: conditions of service
  • Sections 27 and 36 of the Vienna Convention regarding Diplomatic bags
  • Preparation and reception of diplomatic bags: A and AF bags
  • Policy re diplomatic bags: Registers. Mail schedules, Private use, etc
  • Feasibility and property surveys
  • Contracts and lease agreements
  • Security planning
  • Procurement and requisition of stock procedures
  • Contingency plans for emergency situations
  • Handling of diplomatic mailbags in terms of the Vienna Convention
  • Stock control systems
  • Lease Agreements and/or contracts 
    		•

    UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others in an administrative context. 

    UNIT STANDARD CCFO ORGANISING 
    Manage and organize effectively in a mission office. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, evaluate, organise and critically evaluate information pertaining to human relations, property and general administraion. 

    UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively when assisting all personnel in administrative matters. 

    UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

    UNIT STANDARD NOTES 
    This unit standard has been replaced by unit standard 259977, which is "Manage the administration of a mission", Level 6, 5 credits.

    Assesment methods and integrated assessment
    Ensure that assessment covers the specific outcomes, the critical cross-field outcomes and the essential embedded knowledge. Assessment activities should be appropriate to the context and tools may include self-assessment, peer assessment, formative and summative assessment.

    A range of assessment methods should be used, including direct observation, product sample, simulation, questioning (verbal or written) and testimony (portfolio collection of evidence).

    Integrated assessment: It may be more effective and efficient to assess a number of
    unit standards together thus reducing the number of assessment "events". Ensure
    that the commonalities that exist between a number of unit standards are captured in
    a way that makes sense for assessment.

    Supplementary information
    Lectures: 30 Hours
    Experiential Learning: 50 Hours
    Self-directed learning: 30 Hours
    Skills coaching: 20 Hours
    Other
    Total: 120 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  48762   Advanced Certificate: Mission Administration  Level 6  Level TBA: Pre-2009 was L6  Passed the End Date -
    Status was "Reregistered"     		 2008-11-26  Was PSETA until Last Date for Achievement 


    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.
     
    NONE 


    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.