Executive Personal Assistant: Office of the Ddg’s

Overview

Executive personal assistant required to provide administrative support to the Office of the DDG in Pretoria.

Requirements

• An undergraduate qualification (NQF Level 6 as recognised by SAQA) in Public Administration/or related equivalent qualification.
• Two years’ experience in administrative/secretarial/personal assistant environment.
• Knowledge of information management, office administration and management.
• Knowledge of Supply Chain Management Procedures, Public Service Legislative and policy framework, applicable departmental policies and Public Finance Management Act.
• Knowledge of virtual meeting platforms, calendar and Scheduling Tools.
• Computer literacy, communication (verbal & written) Skills.
• Report writing, presentation, project management.
• Planning and organizing.
• Analytical and ability to interact with all business units.

Duties

• Render administrative support services.
• Screen calls, emails and correspondence.
• Assist in planning, scheduling and coordinating internal and external meetings.
• Draft the meeting calendar for the DDG.
• Book boardroom/s for the DDG’s meetings with internal and external stakeholders.
• Assist with the compilation of quarterly Demand Management Plans and monitoring of the budget expenditure.
• Provide secretariat support services for the DDG’s meetings.
• Follow up on resolutions and action items.
• Handle correspondence in the office of the DDG.
• Organise, maintain the filing system and confidential records.
• Render logistical support services in the office of the DDG.
• Provide travel and accommodation arrangements.
• Process and submit itineraries.
• Process and submit subsistence and travel claims.
• Ensure that the DDG is prepared for meetings and engagements (i.e. being in receipt of relevant information, briefing documents, etc.).
• Maintain the DDG’s personal file (e.g. keep copies of documents submitted to HRM Unit such as leave forms, Performance Agreements/Assessments and other relevant work-related documents).
• Ensure effective and ongoing communication (verbal and written) is maintained from the office of the DDG, Branch and other business units.
• Receive and record documentation before submission to the Branch Coordinator.
• Meet and greet the clients/stakeholders who are visiting the DDG and manage the waiting area.

How to apply

Can be emailed to ExecutivePA-ODDG@csp.gov.za

Enquiries: Mr M Maiko Tel No: (012) 493 1390

Notes

Preference will be given to youth, Coloureds, Indians and Whites both males and females in accordance with our employment equity plan. Applications must be submitted on the new prescribed application form Z.83 of the Public Service Act, obtainable from any Public Service Department or any Public Service and Administration website or Recruitment Office within the Civilian Secretariat for Police Service. Applicants are not required to submit copies of qualifications and other relevant documents on application but must submit a fully completed Z83 and a detailed Curriculum Vitae (e.g. indicating positions held, dates and key performance areas/responsibilities). Only shortlisted candidates will be required to submit certified documents on or before the day of the interviews following communication from the Department. Failure to submit the requested documents/information will result in your application not being considered. Failure to comply with this requirement will result in the candidate being disqualified. Correspondence will be limited to shortlisted candidates only. If you have not been contacted within three months of the closing date of this advertisement, please accept that your application was unsuccessful. All shortlisted candidates, including the SMS, shall undertake two pre-entry assessments. One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment. Following the interview and technical exercise, the selection panel will recommend the most suitable candidate. Short-listed candidates will be subjected to a security clearance. The Secretary of Police Service has the right not to fill the post. All posts are based in Pretoria. Preference will be given to youth, people with disability and women in accordance with our employment equity. NB: Please ensure that your application reaches this office not later than 16h00 on week-days. OTHER POSTS