October 23, 2022

PERSONAL ASSISTANT

CENTRE : Head Office – Polokwane


REQUIREMENTS : An undergraduate qualification (NQF level 06) as recognized by South African
Qualifications Authority (SAQA) 01 – 02 years’ experience in secretariat
environment. Qualifications in Management Assistant / Secretariat will be an
added advantage Competencies: People Management and Empowerment,
Programme and Project Management, Change Management, Knowledge
Management, Service Delivery Innovation, Problem solving and Analysis,
Client Orientation and Customer focus, Communication. Basic knowledge on
financial administration. Knowledge on the relevant
legislation/policies/prescripts and procedures. Ability to act with tact and
discretion. Ability to do research and analyze documents and situations.
Language skills. Communication. Good telephone etiquette. MS Office
Package / Computer Literacy. Good grooming and presentation. Good people
skills. High level of reliability. Written communication skills.


DUTIES : Provide a secretarial/receptionist support service to the manager: Receive
telephone calls in an environment where, in addition to the calls for the senior
manager, discretion is required to decide to whom the call should be forwarded.
Performs advanced typing work. Operates and ensures that the office
equipment, e.g. fax machines and photocopiers are in good working order.
Records the engagements of the senior manager. Utilizes discretion to decide
whether to accept/decline or refer to other employee’s request s for meetings,
based on the assessed importance and urgency of the matter. Coordinates
with and sensitizes/advice the manager regarding engagements. Compiles
realistic schedules of appointments. Render administrative support services:
Effective flor of information and documents to and from the office of the
manager.

Safekeeping of all documentation in the office of the manager in line
with relevant legislation and policies. Obtain inputs, collates and compiles
reports e.g. progress reports, monthly reports. Scrutinizes routine
submissions/reports and make notes and/or recommendations for the
managers. Responds to enquiries received from internal and external
stakeholders. Drafts documents as required. Filling of documents for the
manager and the unit where required. Collects analyses and collates
information requested by the manager. Clarifies instruction and notes on behalf
of the manager. Ensure that travel arrangements are well coordinated.
Prioritizes issues in the office of the manager. Manage the leave register and
telephone accounts of the unit. Handles the procurement of standard items like
stationery, refreshments etc. for the activities of the manager and the unit.
Obtain the necessary signatures on documents like procurement advices and
monthly salary reports. Provides support to manager regarding meetings:
Scrutinizes documents to determine actions/information/other documents required for meetings.

Collects and compiles all necessary documents for the
manager to inform him/her on the contents. Records minutes/decisions and
communicates to relevant role-players, follow-up on progress made. Prepare
briefing notes for the manager as required. Coordinates logistical
arrangements for meetings when required. Supports the manager with the
administration of the manager’s budget: collects and compiles all necessary
documents for the manager to inform him/her on the contents. Records
minutes/decisions and communicates to relevant role-players, follow-up on
progress made. Prepare briefing notes for the manager as required.
Coordinates logistical arrangements for meetings when required. Supports the
manager with the administration of the manager’s budget: Collects and
coordinates all the documents that relate to the manager’s budget. Assists
manager in determining funding requirements for purposes of MTEF
submissions.

Keep records of expenditure commitments, monitors expenditure
and alerts manager of possible over-under spending. Checks and correlates
BAS reports to ensure that expenditure is allocated correctly. Identifies the
need to move funds between items, consults with the manager and compile
draft memos for this purpose. Compares the MTEF allocation with the
requested budget and informs the manager of changes. Studies the relevant
Public Service and departmental prescripts/policies and other documents and
ensure that the application thereof is understood properly. Remain up to date
with regard to the prescripts/policies and procedures applicable to his/her work
terrain to ensure efficient and effective support to the manager. Remains
abreast with the procedures and processes that apply in the office of the
manager.

APPLICATIONS : Applications Address: Department of Public Works, Roads and Infrastructure:
Head Office: Private Bag X9490 Polokwane 0700 or hand delivered at Works
Tower Building, No. 43 Church Street, Polokwane, 0699.
Capricorn District: Private Bag X9378, Polokwane 0700 or hand deliver at 15
Landros Mare Street, next to Correctional Services. For Mopani District: Private
Bag X576, GIYANI 0826 or hand deliver at 570 Parliamentary Building, Giyani.
Sekhukhune District: Private Bag X02 Chuenespoort, 0745 or hand deliver
at Lebowakgomo Zone A, next to traffic department.
Vhembe District: Private Bag X2248, Sibasa, 0970 or hand deliver at Cnr.
Traffic and Raluswielo Street, Sibasa.
Waterberg District: Private Bag X1028 Modimolle, 0510 or hand deliver at
Cnr. Thabo Mbeki & Elias Motsoaledi Street. Attention: For Head Office posts:
Director- HR Services; For District posts: District Director.


ENQUIRIES : Ms. Mokonyane Magdeline, Ms. Ledwaba RE, Ms. Hanyane Phillipine, Mr. Seleka
Billy, Malose Moabelo, Matome Malemela and Mathume Mabilo and Ms. Mathebula
WT at Tel No: 015 284 7353/ 7570/ 7586 / 7663/ 7606/7607/ 7627/ 7578

Leave a Reply

Your email address will not be published. Required fields are marked *