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: 

Perform the general administration of a mission office 
SAQA US ID UNIT STANDARD TITLE
114867  Perform the general 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 5  Level TBA: Pre-2009 was L5  15 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Passed the End Date -
Status was "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 
This unit standard has as its core purpose, qualifying learners who will be able to perform the administration duties of the mission office. The learner will be familiar with administration codes of and the procedures for receiving and dispatching diplomatic bags. They will be able to administer control over 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.
  • Perform essential administration duties.
  • Handle the receiving and dispatching of diplomatic bags in terms of the Vienna Convention.
  • Administer control over state owned fixed and/or rented properties, movable assets and mission security. 
    		•

    LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    Learners accessing this qualification are assumed to have completed a Level 4 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 explained. 

    ASSESSMENT CRITERION 2 
    DFA financial administration codes and policies are explained. 

    ASSESSMENT CRITERION 3 
    DFA personnel administration policies are described. 

    ASSESSMENT CRITERION 4 
    General procedures concerning transport, accommodation, security and communication are explained. 

    SPECIFIC OUTCOME 2 
    Perform essential administrative duties. 

    ASSESSMENT CRITERIA     

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

    ASSESSMENT CRITERION 2 
    An appointment dairy is administered accurately. 

    ASSESSMENT CRITERION 3 
    Telephone etiquette is observed to DFA norms. 

    ASSESSMENT CRITERION 4 
    Meetings and functions are arranged timeously. 

    ASSESSMENT CRITERION 5 
    Interpersonal skills are demonstrated clearly in all communications. 

    ASSESSMENT CRITERION 6 
    Procurement activities are conducted as per DFA policies and prescripts. 

    ASSESSMENT CRITERION 7 
    Filing systems are maintained to DFA prescripts. 

    ASSESSMENT CRITERION 8 
    Stock control systems are established and maintained. 

    SPECIFIC OUTCOME 3 
    Handle the receiving and dispatching of diplomatic bags in terms of the Vienna Convention. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Applications of the preparation and reception procedures of diplomatic A and AF bags are demonstrated. 

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

    ASSESSMENT CRITERION 3 
    Methods of dealing with mail from partner departments are explained. 

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

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

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

    ASSESSMENT CRITERION 7 
    The policy for the use of diplomatic mailbags for private purposes is described. 

    SPECIFIC OUTCOME 4 
    Administer control over lease agreements of state owned fixed and/or rented properties. 
    OUTCOME NOTES 
    Administer control over lease agreements 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 performed as per DFA prescripts and policies. 

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

    ASSESSMENT CRITERION 4 
    Maintenance of state property, furniture and equipment is organized. 

    ASSESSMENT CRITERION 5 
    Contract and lease agreements are administered. 

    ASSESSMENT CRITERION 6 
    Security plans and security services are implemented. 

    ASSESSMENT CRITERION 7 
    The implementation of contingency plans for systematic actions in a emergency are practiced. 

    ASSESSMENT CRITERION 8 
    Motivations for procuring or disposing of movable assets and official vehicles are compiled. 

    SPECIFIC OUTCOME 5 
    Administer documentation and processes regarding Human Resources. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Knowledge of policies regarding labour relations is demonstrated. 

    ASSESSMENT CRITERION 2 
    Knowledge about policies concerning LRP service conditions is demonstrated. 

    ASSESSMENT CRITERION 3 
    Skills to administer Foreign Service conditions are demonstrated. 

    ASSESSMENT CRITERION 4 
    All necessary documents for HR administration are handled correctly. 

    ASSESSMENT CRITERION 5 
    The problem of harassment (sexual or abuse of power) is discussed. 

    ASSESSMENT CRITERION 6 
    Knowledge regarding service conditions in foreign countries is demonstrated. 


    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's 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 procedures
  • Contingency plans for emergency situations
  • Labour relations and LRP service
  • Labour legislation and discipline
  • Harassment (sexual or abuse of power)
  • Foreign service conditions & administrative documentation
  • Purpose of Foreign Service Dispensation (FSD) and elements of FSD
  • Handling of diplomatic mailbags in terms of the Vienna Convention
  • Stock control systems
  • Lease Agreements and/or contracts
  • Fire Drills and disaster contingency plans 
    		•

    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 HR relations, property and general administraion. 

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

    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 
    Assessment Methods and Intergrated 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.

    Activity No. Hours
  • Lectures 30
  • Experiential Learning 70
  • Self-directed learning 30
  • Skills coaching 20
  • Other
    Total 150 
    		•

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  48761   National Certificate: Mission Administration  Level 5  Level TBA: Pre-2009 was L5  Passed the End Date -
    Status was "Reregistered"     		 2020-07-30  PSETA 


    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.