Department of Defence: Senior Secretary – 2 Positions

SENIOR SECRETARY GR II 2 POSTS
These posts are advertised in the DOD, broader Public Service and Media (flyers)
SALARY : R123 738 per annum
CENTRE : Defence Intelligence (Defence Intelligence Support), Pretoria.

REQUIREMENTS : Grade 12. Secretarial experience will be an advantage. Special requirements (skills needed): Knowledge of Word, Excel and PowerPoint. Typing skills. Language proficiency in English. Ability to communicate effectively in English (written and verbal). Knowledge of all required policies and procedures. Analytical and innovative thinking ability as well as problem solving skills. Excellent interpersonal skills. Sound organisational skills. High level of reliability. Ability to act with tact and discretion. Ability to do research and analyse documents and situations. Good people skills.

DUTIES : Provide a secretarial support service. Record appointments and events and manage the Director’s diary. Receive telephone calls and refer to the correct role players. Will be responsible for the roll call of the Director daily. Provide secretarial functions in board meetings. Write/type documents, memorandums, letters and reports. Compile agenda’s and take minutes during meetings. Compile minutes correctly. Deal with classified files and documents. Arrange meetings and events for Director. Process the travel and subsistence claims for the Director. Identify venues, invite role players, organise refreshments and set up schedules for meetings and events. Collect all relevant documents for meetings. Keep Director`s directory. Liaise with travel agencies to make travel arrangements. Prepare briefing and notes for the Director as required. Keep a filing system. Organise social functions. Operate office equipment. Order and purchase stationary. Keep updated with policy and procedures. Co-ordinate logistical arrangements for meetings when required. Co-ordinate all logistical arrangements for visitors visiting the Director. Monitor the Directorate monthly telephone bills, ensuring payment is submitted on time. Remain abreast with the procedures and processes that apply in the office of the Director. Provide support to Director regarding meetings and scrutinize documents to determine actions/information/other documents required for meetings. Record all minutes/decisions and communicate to all relevant role players and make follow-ups on progress. Prepare briefing notes for the Director as requested.
ENQUIRIES : Ms E. Foster, Tel: (012) 315-0175
APPLICATIONS : Department of Defence, Defence Intelligence, Private Bag X 367, Pretoria, 0001, or hand delivered to 278 Madiba Street, Liberty Building, Attention: Ms E. Foster.

CLOSING DATE : 03 October 2014 (Applications received after the closing date and faxed copies will not be considered).
NOTE : Applications must be submitted on the prescribed form Z83 (obtainable from any Public Service department), which must be originally signed and dated by the applicant and which must be accompanied by a detailed CV (with full particulars of the applicants’ training, qualifications, competencies, knowledge & experience) and clear certified copies of original educational qualification certificates, ID document and Driver’s license (where applicable). Failure to comply with the above instructions will result in applications being disqualified. Applicants applying for more than one post must submit a separate form Z83 (as well as the documentation mentioned above) in respect of each post being applied for. If an applicant wishes to withdraw an application it must be done in writing. Should an application be received where an applicant applies for more than one post on the same applications form, the application will only be considered for the first post indicated on the application and not for any of the other posts. Under no circumstances will photostat copies or faxed copies of application documents be accepted. The successful candidates will be subjected to Personnel Suitability Checks (criminal record-, citizenship- & financial/asset record checks and qualification and employment verification). Successful candidates will also be subjected to security clearance processes. Potential candidates, declared in excess must indicate their excess status on Z83, Applicants who do not receive confirmation or feedback within 3 (three) months after the closing date, please consider your application unsuccessful. Due to the large volume of responses anticipated, receipt of applications will not be acknowledged and correspondence will be limited to short-listed candidates only. For more information on the job description(s) please contact the person indicated in the post details. Successful candidates will be appointed on probation for the period of twelve (12) months ito the prescribed rules. The Department reserves the right not to make appointment(s) to the advertised post(s). Persons not employed by the DOD/Public Service may thus not apply for the vacancies advertised in this Circular