Office Administrator (Various Posts)

OFFICE ADMINISTRATOR GRADE III (VARIOUS POSTS) REF NO:
DOT/01/2015/1
Branch: Various
SALARY : R227 802 per annum
CENTRE : Pretoria

REQUIREMENTS : A 3 years National Diploma with three (3) years of experience o/r Grade 12
(Matric) with 6 years of experience. Note: The following will serve as
recommendations: Proven office administration experience. Experience and
ability to work with people. Excellent communication skills (written and verbal).
Basic financial recording, minute taking, report writing skills and project
management skills. Ability to communicate with all cultures at all levels. Positive,
open and friendly disposition in all communication. Confidence, confidentiality
and reliability. Computer literacy (Corel and Microsoft Office, Internet and Email).
Ability to handle documents and correspondence. Ability to maintain client
satisfaction, both internal and external. Willingness to work irregular hours.

DUTIES : The successful candidate will be responsible for: Providing a support service to
the Deputy Director-General and the Branch. Answer and record telephone calls
/ facsimile and e-mail activity on behalf of the Deputy Director-General as well as
screen telephone calls. Ensure that the message system is updated and forward
information as required. Take minutes during meetings and ensure that all
logistical arrangements are adhered to. Organise meetings, strategic and
business planning sessions, etc. Stock refreshment supplies for the office and
serve refreshments to the Deputy Director-General and visitors. Attend and
respond to queries from the public, stakeholders and staff members. Create a
database of clients with respect to contact information, line of business and other
information. Co-ordinate engagements across the whole Branch. Keep and
maintain a leave register. Keep circulars and all relevant HR, Finance and Supply
Chain Management policies updated. Maintain strict confidentiality when working
with documents relating to staff members, Entity Boards, CEO’s and other
matters. Keep a database on the Branch’s projects. Assist with the co-ordination
of project reports. Co-ordinate inputs and prepare presentations for meetings.
Manage project payments. Provide secretariat support at project meetings.
Perform document tracking for all correspondence and memorandums. Receive
documentation, acknowledge receipt, apply and allocate a file number, record
data into computer system and file documentation appropriately. Ensure
safekeeping of all documentation within the office of the Deputy Director-General
in line with the relevant policies. Co-ordinate parliamentary questions for the
Branch.

ENQUIRIES : Ms Ntombi Masilela Tel: 012 309 3104

APPLICATIONS : Department of Transport, Private Bag X193, Pretoria, 0001 of hand deliver at the
Forum Building, Cnr Struben and Bosman Street, Pretoria for attention
Recruitment Unit, Room 4042. Employees are reminded to quote the relevant
reference numbers/post number when applying for these posts.

CLOSING DATE : 02 February 2015

NOTE : Applications must be accompanied by form Z83, obtainable from any Public
Service Department, (or obtainable at www.gov.za) and a recent updated
comprehensive CV including the details of at least two contactable referees
(should be people who recently worked with the candidate (previous experience
must be comprehensively detailed, i.e. positions held, responsibilities and exact
dates), as well as certified copies of all qualifications and ID document. All fields
of the Application for Employment Form (Z83) must be fully completed. Failure to
submit the requested documents/information will result in your application not
being considered. It is the applicant’s responsibility to have foreign qualifications
evaluated by the South African Qualification Authority (SAQA). The Department
reserves the right not to fill the posts. The successful candidates must be willing
to sign an oath of secrecy with the Department. Applicants will be expected to be
available for selection interviews and assessments at a time, date and place as
determined by the Department. All appointments are subject to the verification of
educational qualifications, previous experience, citizenship, reference checks
and security vetting. Please note: Correspondence will only be entered into with
short-listed candidates.