Post: 08/26
Salary: R261 372 – R307 890 pa
Centre: Pretoria
Reference: REF NO: GPW22/10
Department: Government Technical Advisory Centre
Requirements:
- National Diploma (NQF Level 6) /Advanced Certificate in Secretarial and/or Office Administration or related field.
- A minimum of 3 to 5 years ‘clerical experience in the public sector will be an advantage.
Competencies
Administrative support:
- Knowledge, capabilities and practices associated with the provision of office administration support.
- This competency requires knowledge of the appropriate rules, regulations, processes and associated systems within various enabling functions which may diary scheduling, document filing and archiving, meetings administration, typing and computer literacy skills (MS Office), office administration, office resources and equipment administration, telephone administration and travel administration.
Computer Literacy:
- Knowledge and ability to use computers and technology efficiently.
- Refers to the comfort level someone has with using computer programs and other applications associated with computers (MSOffice, Internet, email).
- Typing speed of 50 – 70 words per minute with 98 – 100% accuracy.
Information Management:
- The ability to gather, prepare, house and share the organisationally relevant information produced or found through work in a manner that creates easy access and understanding, and that informs and educates the reader regarding the subject.
Computer literacy:
- Knowledge and ability to use computers and technology efficiently.
- Refers to the comfort level someone has with using computer programmes and other applications associated with computers (MS-Office, Internet, email).
Resources Planning:
- The ability to organise work, set priorities and determine resource requirements;
- determine short- or long-term goals and strategies to achieve them;
- coordinate with other organisations or parts of the organisation to accomplish goals;
- monitor progress and evaluate outcomes.
Client Service Orientation:
- implies helping or serving others, to meet their needs.
- It means focussing on discovering those needs, figuring out how to best meet them as well as putting into practice the Batho Pele spirit.
- The term “clients” refers to both internal and external clients.
- Concern for Quality and
Order:
- Desire to see things done logically, clearly, and well. It takes various forms:
- monitoring and checking work and information, insisting on the clarity of roles and duties, setting up and maintaining information system.
Effective Communication:
- Ability to transmit and receive information clearly and communicate effectively to others by considering their point of view in order to respond appropriately.
- This may involve listening, interpreting, formulating, and delivering verbal, non -verbal, written and/or electronic messages.
- It includes the ability to convey ideas and information in a way that brings understanding to the target audience.
Team Participation:
- The ability to work co -operatively with others, to work together as opposed to working separately or competitively.
Integrity/ Honesty:
- Contributes to maintaining the integrity of the organisation display high standards of ethical conduct and understands the impact of violating these standards on an organisation, self and others, is trustworthy.
Systems Thinking:
- Orientation to think in system -wide terms with regards to functions or divisions within the organisation.
- This includes spotting opportunities to connect with initiatives underway in other areas or proactively sharing information or resources that can be seen to have relevance and impact for others.
Valuing Diversity:
- Ability to understand and respect the practices, customs, values and norms of other individuals, groups, and cultures.
- It goes beyond what is required by governmental employment equity regulations to include the ability to respect and value different points-of-view, and to be open to others of different backgrounds or perspectives.
- It includes seeing others’ differences as a positive part of the work environment.
- It also means being able to work well with a wide variety of people representing different backgrounds, cultures, and socio -economic levels.
Duties:
- To provide secretarial and administrative support service to the team to enable efficient and smooth operations in the Project Management Unit.
Office administration: Assist with the processing of stationery and equipment requests including
- (a) obtaining equipment approval and submitting to Procurement;
- (b) distributing and reconciling stationary monthly.
- Provide assistance with regards to the compilation of programme documents, work plans, slide presentations, spread sheets.
- Attend relevant project meetings.
- Minute taking, preparation of action logs and distribution thereof using the templates of the Jobs Fund.
- Provide a coordinating role for the PMU during key annual activities such as the annual budgeting process.
- Development of annual work plans, input for strategy sessions and preparation of documentation.
Diary and meetings administration: Provide appointments and meetings support including assisting with
- (a) setting -up and confirming appointments and meetings, and updating diaries,
- (b) preparing and distributing daily meetings schedule.
Organise meetings and making sure all arrangements are made as follows:
- (a) Booking meeting rooms, parking, presentation aids, and catering and refreshments where required;
- (b) Scheduling meetings on MS teams or via Zoom where applicable;
- (c) preparing, distributing and processing meeting invitations, directions and agendas;
- (d) assisting with the compilation and distribution of meeting packs (hardcopy and/or electronic;
- (e) arranging security and transport for delegates from other government and international institutions where applicable;
- (f) arranging protocol and VIP protection for all officials from international organisations and foreign governments, where applicable; (g) facilitating access to office, and receiving and assisting external and internal visitors and staff; and File and archive meeting minutes, notes, agenda, and documents.
Telephonic communications administration:
- Assist with telephonic communications including answering, screening processing of incoming calls, and placing, connecting and record -keeping of outgoing calls.
- Assist with the development and maintenance of the office contacts directory.
- File telephone accounts.
Travel support:
- Assist with travel arrangements including preparing travel packs including meetings itinerary and details and travel documents, schedule, and details.
- Assist with travel reports and travel claims processing and filing. Quality control of all documentation.
- Implement and maintain version control procedures on all portfolio reports and documentation Drafting agendas, taking minutes, distributing, and collecting of documents for the PMU meetings.
- Performance Tracking and collation of performance reports.
- Ensure/co-ordinate fast and efficient handlings of all correspondence, meeting of deadlines for documents (determine priority and follow up) as it relates to travel.
Client Liaison:
- includes query tracking, follow-up, preparation of responses and dissemination.
Documents and reports administration:
- Index, file and maintain all documents including correspondence, memo’s, agreements, and reports.
Assist with the preparation and finalisation of documents including the:
- (a) sourcing, obtaining and/or downloading documents as requested (from internet and/or other sources);
- (b) quality assurance of all documents prior to submission to relevant Manager
- (c) effecting necessary changes as requested and finalizing documents;
- (d) recording the distribution, confidentiality and indexing requirements of documents.
- (e) Assist with the compilation and distribution of documents including, and as required,
- (f) printing / copying, packaging, and faxing / delivering / couriering / posting of hard copies,
- (g) creating email distribution lists and sending electronic copies.
Assist with the physical and electronic document tracking and filing systems including:
- (a) opening and creating files,
- (b) indexing, filing, and archiving documents,
- (c) conducting electronic data clean-ups and back-ups,
- (d) handling documents with utmost discretion,
- (e) quality assurance of documents on the I-drive with specific reference to Jobs Fund Technical Evaluation Committee and Jobs Fund Investment Committee documents.
Client and project team’s support:
- Assist with the resolution of client queries.
- Provide administrative and secretarial support to project teams as required.
- Index, file and maintain project data, documents, and records.
- Assist with the processing of procurement requests and claims for payment.
Jobs Fund Committee Secretarial Support:
- Provide secretariat services to meetings including preparation of meeting packs.
- Taking, typing up and distributing minutes, following up on decisions arising from meeting.
- Filing and archiving meeting minutes, notes, agenda, and documents.
- Making the necessary logistical arrangements for meetings (telephone calls, messages, and emails) etc.
Project Management Support:
- Provide administrative and project management support for the Presidential Youth Employment Initiative).
- Updating risks and issue logs for relevant meetings.
- Updating project status reports for relevant meetings
Enquiries :
- Kaizer Malakoane Tel No: (012) 315 5442
How to Apply
Potential candidates can send their applications to Email: [email protected]
Z83 Application form
- Kindly take note that with effect from 01 January 2021, DPSA approved the new Z83 Application Form (obtainable from any Public Service department).
- Applicants are requested to use the new application form as failure to do so will result in their application being disqualified.
- The Z83 form must be signed when submitted.
- New Z83 application form [effective from 01 January 2021]
- Editable New Z83 application form [effective from 01 January 2021]
Closing Date:
22 March 2022 (12:00 noon)