Secretary Job Vacancy

Posted on :

3 Dec, 2015

Category :

Administrative Jobs in South Africa

SECRETARY REF NO: CLOG/82/15 This post is advertised in the DOD, broader Public Service and Media (Flyers). SALARY : R132 399 per annum, Level 5

CENTRE : Defence Logistics Division, Pretoria

REQUIREMENTS : A minimum of Grade 12/NQF Level 4. Three to Five (3-5) years secretarial experience will be an advantage. Special requirements (skills needed): Knowledge of MS Word, Excel and Power Point. Typing skills. Language proficiency in English (written and verbal).

Analytical and innovative thinking as well as problem solving skills. Excellent interpersonal skills. Sound organisational skills. High level of reliability. Ability to act with tact and discretion. Good people skills. Ability to do research and analyse documents and situations. Excellent secretarial 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 Unit 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 Unit monthly leave register and 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 followups on progress. Prepare briefing notes for the Director as requested. Handle S&T advances and claims.

ENQUIRIES : Col M.J. Ledwaba, Tel: (012) 402 2760

APPLICATIONS : Department of Defence, Chief Logistics Division, Private Bag X319, Pretoria 0001

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