Personal Assistant :Head

preference will be given to People with Disabilities.

Purpose of the Job: Reporting to the Head: Assurance and Monitoring, the successful incumbent is responsible for providing an end to end effective, efficient and responsive administrative and secretarial service in the respective area.

Key Performance Areas

Provide Office Management Support in the Respective Office

• Screen phone calls, enquiries and requests, as well as handling them when appropriate.
• Identify items that need personal attention, respond to the appropriate ones directly and redirect selected emails to the direct reports or other departments for resolution.
• Facilitate the processing of memorandums for approval.
• Keep up to date with administrative changes organisationally and ensure adherence and compliance requirements.
• Coordinate the submission of all required reports for timeous submission.
• Ensure quality standard on all the documentation prior enroute for further handling.
• Coordinate the submission of reports to and from different higher offices.

Provide clerical Support in the Assurance and Monitoring Office

• Process documentation with confidentiality at all times.
• Prepare travel arrangements for the department.
• Assist and coordinate departmental projects.
• Ordering stationary and office equipment.
• Create and manage purchase requisitions and ensure timeous payment of purchase orders.
• Administrate SCM or procurement related processes.

Correspondence and Document Management

• Act as the first point of contact in the office and ensure effective running of the office.
• Administer briefing papers, reports, charts and presentations.
• Report, review and quality assure all documents that are submitted for the units attention.
• Develop and maintain document management system (Electronic and manual).
• Handle the office filling.
• Manage internal and external correspondence on behalf of the unit.
• Track and follow up on memorandums and related documents.
• Monitor and track office budget in support of the respective area.

Meeting Management

• Prepare facilities for scheduled meetings, events and arrange refreshments, if required.
• Manage diary and schedule meetings and appointments.
• Take minutes in meetings as and when required.

Qualifications and Experience

• A National Diploma in Public Administration/Management/Office Management/Administration or related qualification.
• A certificate in relation to the functional discipline will be an added advantage.
• At least 3 years' working experience as a Personal Assistant/ Secretary or in a similar environment of which 1 year should have been rendered to Senior Management.
• Excellent working experience in MS Office.
• SAP experience will be an added advantage.
• Excellent working experience in MS Office.
• SAP experience will be an added advantage.

Technical and Behavioral Competencies Required

• Planning, organizing and coordinating.
• Personal mastery.
• Emotional wisdom and decision making.
• Ethics and values.
• Excellent report writing.
• Planning and organising skills.
• Excellent professional communication (Verbal and Written).
• Knowledge of the PFMA.
• Excellent working knowledge of MS Office.
• Attention to detail and accuracy.
• Office management.
• Diary management.
• Secretarial Administration