Personal Assistant Job Vacancy

Posted on :

10 Dec, 2015

Category :

Administrative Jobs in South Africa

PERSONAL ASSISTANT REF NO: 323 /2015 Chief Directorate: Food Security

SALARY : R243 747 per annum CENTRE : Pretoria

REQUIREMENTS : A Grade 12 Certificate and tertiary qualification in Public Administration, Personnel Management, Financial Management or appropriate relevant experience in secretariat services. Typing skills. Minute-taking skills. Planning and organising skills.

Problem-solving skills. The ability to communicate well with people at different levels. Good telephone etiquette. Knowledge of Public Service and Departmental prescripts/policies, and document tracking system. Computer literacy. Willingness to work extended hours.

DUTIES : Render an effective secretarial service and office administrative support service to the Chief Director. Render mail management. Manage all incoming and outgoing mail. Compile and update mail register. Screen all incoming mail to determine priority.

Identify who could assist with the enquiry and forward document to relevant official. Follow-up on documents that were dispatched. Send, receive and dispatch email messages. Oversee the diary/time management of the Chief Director. Coordinate the Chief Director’s needs, prioritise and update the diary accordingly (manual and electronic). Obtain and schedule all relevant meetings at beginning of each year and on a monthly basis. Schedule and reschedule appointments/meetings on a regular basis. Confirm appointment and inform the Chief Director.

Manage documentation. Determine type of reports to be compiled. Obtain relevant information and compile reports. Ensure quality, print and distribute final copy. Coordinate and follow-up on the flow of correspondence/files/ documents between offices to track and monitor tasks as required by the Chief Director. Gather and prepare information and documentation for meetings, projects, presentations and reports. Complete relevant forms and obtain signature for approval on official trip authorisation, payment advices, S&T advances, leave forms and ordering of stock (stationery).

Organise meetings/workshops/conferences/functions as requested. Arrange for venue, equipment and refreshments needed. Arrange parking for visitors, receive and attend to visitors. Coordinate special activities such as interviews, workshops, etc. Handle travel arrangements. Arrange for appropriate travel documents. Complete and obtain approval for Subsistence and Travel forms. Arrange for cell phone use and driver’s licence internationally. Arrange for accommodation, air tickets and imperial car vouchers (national and internationally where applicable). Render an office administrative support service to the Chief Director. Maintain Office administration. Act as inventory controller of the office. Compile and maintain records of equipment in the office.

Create and maintain a filling system for the office of the Chief Director. File relevant documentation and ensure safekeeping of information/ documentation. Render a line function administration support for the Chief Director. Identify and summarise the key issues of the documents for the Chief Director. Obtain information requested and needed by the Chief Director. Draft presentations from the information as provided by the Director for identified meeting/workshops. Maintain identified registers on behalf of the Chief Director.

ENQUIRIES : Dr J.K. Moeng, tel. (012) 319-8495

APPLICATIONS : [email protected] or fax: 086 762 2910 NOTE : This is a re-advertisement. Candidates who previously applied must re-apply

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