Department of Defence is hiring a Personal Assistant

The Department of Defence is inviting applications for the vacant post of PERSONAL ASSISTANT TO THE CFO REF NO: CFO 23/1/6.

Closing date: 31 March 2023 at 16:00

SALARY : R269 214 per annum (Level 07)

CENTRE  :   Pretoria

REQUIREMENTS : Minimum requirements: Grade 12 Certificate plus a three year B Degree/National Diploma in Office Management, Public Administration or equivalent qualification with two years’ relevant working experience on a post level 5 or equivalent or Grade 12 certificate with a minimum of three years relevant working experience on a post level 5.

Added advantage: three years’ experience as a secretary. Knowledge of Relevant legislation, policies,
prescripts and procedures of the PFMA and Departmental specific relating to a PA to the CFO.

Information Management: Basic financial / budget management. Knowledge of MS office programs. Operating switchboard equipment.

Skills: Computer literate, Interpersonal relations, Telephone etiquette, Customer relations, Office management, Organizational, and Communication.

Personal attributes: Interpersonal relations, Integrity, Courteousness, Responsive, Credibility, Commitment and Loyalty.

DUTIES : Provide secretariat support services. Type documents. Take minutes during meetings. Compile and distribute agendas and minutes.

Circulate and collect attendance registers during meetings. Receive and re-route incoming calls. Record and relate massages.

Operate and ensure that office equipment is in good working order. Coordinate and schedule meetings. Coordinate the provision of refreshments and water during meetings.

Follow-up with the supervisor regarding scheduled meetings and appointments. Manage the cancellation and rescheduling of appointments.

Provide records management and filing services. Ensure the effective flow of information to and from the
office.

Receive and register incoming correspondence. File and safe keep documents in line with the file plan and other relevant regulations and practice.

Register and distribute outgoing correspondence. Maintain the confidentiality of documents. Receive clients and visitors.

Provide refreshments to clients and visitors where necessary. Respond to general enquiries of visitors. Manage the tidiness of the office.

Provide administrative and logistical support services. Order stationary for the office. Serve as a chief user clerk and coordinate the procurement of Office supplies, computer consumables and stationary for the
office.

Check invoices for correctness and certify them for payment. Coordinate the payment of invoices. Make bookings for venues, accommodation and manage travel arrangements.

Ensure the processing of S&T and overtime. Collate and compile reports and any other information as requested.

Obtain the necessary signatures on documents. Scrutinise documents to determine actions.

Manage the leave register and the submission of leave forms for the office. Monitor budget spending for the office in order to note under and over utilisation.

Collect and coordinate all documents that relate to the budget and funding requirements.

ENQUIRIES : Ms P. Mdanda Tel No: (012) 355 5449 / 6218

APPLICATIONS : Applications must be submitted to: Financial Management Division, DFSS, Career Management Section, Private Bag X 137, Pretoria, 0001

Or applications may be hand-delivered to: Department of Defence, Poynton building, 195 Bosman Street, Pretoria where it must be placed in wooden post box 5 at Reception.

Note: (Please use reference number not post number).

(Applications received after the closing date and faxed copies will not be considered). Applications must be submitted on the prescribed form Z83 (obtainable from link at end of this article).

Should an application be received using the incorrect application employment form Z83, it will be disqualified, which must be originally signed and dated by the applicant and which must be accompanied by a detailed CV only (with full particulars of the applicants’ training, qualifications, competencies, knowledge & experience).

Only shortlisted candidates will be required to submit certified copies of qualifications and other related documents on or before the day of the interview which should not be older than six months.

Closing date: 31 March 2023 at 16:00