November 21, 2022

OFFICE ASSISTANT

CENTRE : KwaZulu Natal (Pietermaritzburg)

REQUIREMENTS : Applicants must be in possession of a Grade 12 Certificate and a National
Diploma in Office Technology and Management / Public Administration / Public
Management. Minimum of 1-year experience in rendering secretarial and
support services to senior management. Job related knowledge: Government
systems and structures. Understanding of the management information and
formal reporting system. Professional office etiquette. Knowledge of office
administration. Job related skills: Good interpersonal skills. Communication
skills (verbal and written). Organisational and planning skills. Good reporting
skills. Computer literacy. Good interpersonal relations skills. Ability to take
initiative and work independently. Ability to maintain confidentiality.

DUTIES : Render the administration, secretarial and support services to the Chief
Director. Receive and screen incoming calls on behalf of the Chief Director and
take messages when required. Develop and update contact database. Mailing,
faxing, photocopying and typing. Arrangement of meetings, taking of minutes
and provision of meals. Attend to all logistical arrangements for the Chief
Director. Ensure that Official Flight, Transport and Accommodation Request
(OFTAR) and Departmental Official Transport Request (DOTR) are completed
and approved. Compile and submit Subsistence and Transport and Senior
Management Services claims for the Chief Director. Purchasing of stationery,
office equipment and catering. Process all incoming and outgoing
correspondences. Receiving calls and transferring to the Chief Director.
Referrals of incoming and outgoing mails to relevant officials (emails, sms and
telephone). Recording and tracking enquiries (Presidential hotlines, Ministerial
tasks and Parliamentary questions). Manage the diary for the Chief Directorate.
Arrange and coordinate meetings on behalf of the Chief Director (workshops,
shortlisting’s, Interviews, Monthly management and staff meetings). Circulation
of invitation for the Chief Director meetings. Making appointments for internal
and external clients. Receiving attending walk-in clients and other
stakeholders. Send meeting reminders. Draft memos, letters and reports. Type
/ draft letters to stakeholders, memorandums (petty cash, stationary, office
equipment: laptops, toner). Record minutes / decisions from meetings and
communicates with relevant role-players. Use a tape recorder in recording
minutes. Provide secretariat services for committees and forums. Provide
support with regards to the management and coordination of the
implementation of executive decisions. Develop, implement and monitor a
tracking system for executive decisions emanating from the office of the Chief
Director and track the implementation thereof.

ENQUIRIES : Mr N Mndaweni Tel No: (033) 355 4300

APPLICATIONS : Applications can be submitted by post to: Private Bag X9132, Pietermaritzburg,
3200 or hand delivered to: 1st Floor, 270 Jabu Ndlovu Street, Pietermaritzburg,
3200.

NOTE : African, Coloured, Indian and White Males and African, Coloured, Indian and
White Females and Persons with disabilities are encouraged to apply

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