Department of Defence Recruits Personal Assistant

Posted on :

8 Sep, 2014

Category :

Administrative Jobs in South Africa, Receptionist Jobs in South Africa

The post is advertised in the DOD and broader Public Service
SALARY : R183 438 per annum
CENTRE : Chief Defence Matériel, Armscor Building, Erasmuskloof, Pretoria.


REQUIREMENTS : NQF Level 5: One year Secretarial Certificate. Five years of senior management secretarial experience on a level not lower than a level five secretary. Preferable. Three year applicable Diploma (Office Management & Technology) or Advanced Secretarial Certificate. Secretarial experience will be an advantage. Applicants with prior learning (minimum 8 years) that can be substantiated may apply. Short listed candidates can also be expected to complete an applicable competency test. Special requirements (skills needed): Computer literate (MS Word, MS Excel, PowerPoint and e-mails). Language proficiency in English, Good communication skills (written and verbal). Knowledge on relevant legislation, policies, prescripts and procedures. Analytical and innovative thinking ability as well as problem solving skills. Excellent interpersonal skills. Good people skills. Sound organisational skills. High level of reliability. Ability to act with tact and discretion. Ability to do research and analyse documents and situations. Self-management and motivation. Good grooming and presentation. Must be incisive and decisive.


DUTIES : Provide a secretarial and receptionist support service to the DDG, receive telephone calls and refer the calls to the correct role players, record appointments and events in the electronic daily diary of the DDG. Type documents for the DDG. Provide a clerical support service to the DDG, liaise with travel agencies to make travel arrangements that are punctual and check the DDG in on the internet, checking the arrangements when the relevant documents are received. Arrange meetings/work sessions and events for the DDG, identify venues, invite role players, organise refreshments and set up schedules for meetings and events, process all invoices that emanate from the activities of the work of the DDG. Record basic minutes/decisions of the


meetings of the DDG when required and communicate to relevant role players, follow-up on progress made. Draft routine correspondence and reports. Administer matters like leave registers and telephone accounts, receive records and distribute all incoming and outgoing documents. Handle the procurement of standard items like stationary, refreshments etc. Distribute all incoming and outgoing documents. Collect all relevant documents and arrange files to enable the DDG to prepare for meetings, filing of documents for the office of the DDG promptly. Remain up to date wrt policy/prescripts and procedures applicable to the work terrain to ensure efficient effective support to the DDG, ensure that the application thereof is understood properly and remains abreast with the procedures and processes that apply in the office of the DDG. Provide support to the DDG, scrutinize documents to determine actions/information/other documents required for meetings. Collect and compile all the necessary documents for the DDG to inform him/her on the content. Prepare briefing notes for the managers as required, co-ordinate logistical arrangements for meetings when required.

ENQUIRIES : Ms J.M.C. Morley (012) 355-5137.
APPLICATIONS : Department of Defence, Defence Matériel Division, Private Bag X910, Pretoria, 0001


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

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