Secretary Office of the Directors PRETORIA

Secretary Office of the Directors

PRETORIA

R189 900pa

12 Month fixed term contract

Purpose of the post:

To render a secretarial support service to Director(s).

Description of tasks:

Secretarial/ receptionist support:  

Receives telephone calls and refers the calls to the correct players.

Records appointments and events in the diary of the Director(s)

Type documents for the Director(s) and other staff within the unit.

Operates office equipment like photocopiers

Provide secretariat support for the Director’s meetings (take minutes, agenda etc.) in consideration of urgent core tasks

Administrative Support:     

Format submissions, memos and other documents on behalf of the Directors

Draft standard response on behalf of the Directors

Maintain workflow and filing system electronically and manually.

Respond to queries by providing the required information

Track progress of actions, issue reminders and provide feedback to the Directors.

Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions

Prepare packs for all the meetings / workshop that the Directors attend

Organize Directorates meetings (including logistics) and draft minutes and support the Director with external meetings (This excludes project meetings of Sub directorates)

Coordinate submission of strategic and operational reports and documents (PMDS, Annual Reports, Strategic Plans, Audit reports etc.)

Logistical Support:

Liaises with travel agencies to arrange travelling and accommodation

Arrange meetings and events for the Directors and the staff in the unit

Process traveling and subsistence claims of Directors

Financial administration support:

Receive monthly expenditure from Finance and capture expenses in the commitment register.

Process requests on procurement of unit required goods and services

Process payment advice of procured goods and service for the unit.

Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance)

Knowledge:  

Knowledge and understanding of department policies and procedures

Understanding of office administration activities and processes

Knowledge and understanding of public service regulations

Basic knowledge and understanding of the Public Finance Management Act

Skills:

Administrative skills

Communication skills

Minutes taking

Computer skills (MS Word, Excel, PowerPoint, internet and email)

Events coordination

General office administration

Document and file management

Planning and organizing skills

Personal attributes: 

Interpersonal skills

Initiative

Ability to work with teams

Ability to interact with people

Ability to multitask

Ability to act with tact and discretion

High level of reliability

Minimum qualifications and experience requirements:

Grade 12 Senior Certificate (NQF 4).

Experience within a similar environment would serve as advantageous

Should you not hear from us within 14 days of your application, please consider as unsuccessful