Office Assistant job vacancy at Department of Agriculture

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The Department of Agriculture, Land Reform and Rural Development is hiring and invites applications for the vacant post of OFFICE ASSISTANT REF NO: 3/2/1/2023/259.

CLOSING DATE: 03 April 2023 at 16:00 (Late applications will not be considered)

SALARY : R269 214 per annum (Level 07)

CENTRE  :  Office of The Chief Registrar Of Deeds: Gauteng (Pretoria)

REQUIREMENTS: Applicants must be in possession of a Grade 12 Certificate and National Diploma in Secretarial / Office Administration / Management.

Minimum of 3 years’ experience in rendering a support service to senior management. Relevant legislation / policies / prescripts and procedures.

Telephone etiquette. Basic knowledge on financial administration. Sound organisational skills. Computer literacy (Microsoft Office).

Good interpersonal relations. High level of reliability. Communication skills (verbal and written). Language skills.

Ability to communicate well with people at different levels and from different backgrounds. Ability to do research and analyse documents and situations.

Ability to act with tact and discretion. Good grooming and presentation. Selfmanagement and motivation. Extended working hours. Classified Secret Security Clearance.

DUTIES : Provides a secretarial / receptionist support service to the senior manager.

Receives 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.

In the process the job incumbent should finalise some enquiries. Performs advanced typing work. Operates and ensures that office equipment, e.g. Fax machines and photocopiers are in good working order.

Record the engagements of the senior manager. Utilizes discretion to decide whether to accept / decline or refer to other employees’ requests for meetings, based on the assessed importance and urgency of the matter.

Coordinates with and sensitizes / advises the manager regarding engagements. Compiles realistic schedules for appointments.

Render administrative support service. Ensures the effective flow of information and documents to and from the office of the senior manager.

Ensures the safe keeping of all documentation in the office of the manager in line with relevant legislation and policies.

Obtains inputs, collates and compiles reports e.g: Progress reports, Monthly reports and Management reports.

Scrutinizes routine submissions / reports and make notes and / or recommendations for the senior manager.

Respond to enquiries received from internal and external stakeholders. Drafts documents as required. Does filling of documents for the senior manager and the unit where required.

Collects, analyses and collates information requested by the senior manager. Clarifies instructions and notes on behalf of the senior manager.

Ensures that travel arrangements are well coordinated. Prioritizes issues in the office of the senior manager.

Manages the leave register and telephone accounts for the unit. Handles procurement of standard items like stationary, refreshments etc. for the activities of the manager and the unit.

Obtains the necessary signatures on documents like procurement advices and monthly salary reports. Provides support to senior manager regarding meetings.

Scrutinizes documents to determine actions / information / other documents required for meetings. Collects and compiles all necessary documents for the senior manager to inform him / her on the contents.

Records minutes / decisions and communicates to relevant role-players, follow-up on progress made. Prepares briefing notes for the senior manager as required.

Coordinates logistical arrangements for meetings when required. Supports the manager with the administration for the senior managers budget.

Collects and coordinates all the documents that relate to the senior managers budget. Assists senior manager in determining funding requirements for purposes of Medium-Term Expenditure Framework (MTEF) submissions.

Keeps records for expenditure commitments, monitors expenditure and alerts senior manager of possible over-and under spending.

Checks and correlates Basic Accounting System (BAS) reports to ensure that expenditure is allocated correctly.

Identifies the need to move funds between items, consults with the senior manager and compiles draft memos for this purpose.

Compares the MTEF allocation with the requested budget and informs the senior manager of changes.

Studies the relevant public service and departmental prescripts / policies and other documents and ensure that the application thereof is understood properly.

Remains 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 senior manager.

Remains abreast with the procedures and processes that apply in the office of the senior manager.

APPLICATIONS : Applications can be submitted by post to: Private Bag X918, Pretoria ,0001

Or Hand deliver it to the Office of the Chief Registrar of Deeds, 219 Rentmeester Building at Bosman Street, Pretoria, 0001 before the closing date as no late applications will be considered.

Applications must be submitted on a duly completed New Z83 form obtainable from any Public Service Department or on the bottom of this article.

It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualifications Authority (SAQA).

All instructions on the application form must be adhered to. Failure to do so may result in the rejection of the application.

ENQUIRIES : Mr L Tshivhase Tel No: (012) 338 7211 or Mr A Strydom / Ms P Matsemela Tel No: (012) 338 7211

Closing date: 03 April 2023 at 16:00

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