Administrative Assistant: Office of the Chief Financial

Overview

Provide administrative, secretarial and financial administration support to the Office of the Chief Financial Officer at the Judicial Inspectorate for Correctional Services in Centurion.

Requirements

• Applicants must be in possession of a Grade 12 (Senior Certificate), National Diploma (NQF 6) in Financial Management, Accounting, Public Finance, Office Management and Technology, Management Assistant, Public Administration or an equivalent related qualification recognised by SAQA.
• A minimum of 2 to 3 years’ experience in executive support, office administration, secretarial support or financial administration environment.
• Knowledge of office administration, financial administration processes, document management, records management, procurement and logistics processes, meeting coordination, diary management and public sector administrative prescripts.
• Skills and competencies: computer literacy, communication skills, interpersonal relations, planning and organising, minute taking, report writing, problem solving, attention to detail, client orientation, confidentiality, time management, ability to work under pressure and ability to work independently and as part of a team. PUBLIC

Duties

• The successful candidate will be responsible for providing administrative, secretarial, executive support and financial administration support to the Office of the Chief Financial Officer.
• Provide secretarial support to the Chief Financial Officer, manage the CFO’s diary and appointments, receive and screen visitors and telephone enquiries, draft correspondence and memoranda, coordinate meetings and workshops, prepare agendas and meeting packs, record and distribute minutes and manage incoming and outgoing correspondence.
• Coordinate budget and expenditure submissions for the CFO, track progress of financial reports and submissions, assist with processing invoices and payment documentation, maintain expenditure and commitment registers, monitor submission deadlines relating to finance, supply chain management and audit matters, assist with compilation of financial management reports and maintain filing systems for financial records and supporting documentation.
• Coordinate logistics for Audit Committee and Risk Committee meetings, maintain audit action-plan registers, follow up on outstanding audit and finance matters, compile supporting documentation required during audits and maintain confidential financial records.
• Develop and maintain electronic and manual filing systems, ensure safe keeping of CFO records, process travel and accommodation arrangements, coordinate procurement requests for the CFO Office, track supply chain management submissions and approval processes and maintain asset records for the CFO Office.

How to apply

Applications to be submitted through following link: https://forms.gle/xYY2qvKhHR254nQg7 or hand delivered to Block C3, Eco Origins Office Park, Witch-hazel Street, Centurion, 0046. FOR ATTENTION : Human Resources

Enquiries: Ms D Malibe Tel No: (012) 321 0303

Notes

All attachments for online application must include an application form Z83 and CV only, in PDF and as one (1) document or attachment and saved with surname and initials. JPEG (picture/snapshot) applications will not be accepted. Failure to do so will result in your application being disqualified. Applications quoting the relevant reference number must be submitted on the new form Z83, obtainable from any Public Service Department or on the internet at www.gov.za/documents. Received applications using the incorrect application for employment (old Z83) will not be considered. Each post(s) advert must be accompanied by its own application form for employment and must be fully completed, initialled and signed by the applicant as instructed below. Failure to fully complete, initial and sign the Z83 form will lead to disqualification of the application during the selection process. All applications must reach the Judicial Inspectorate for Correctional Services (JICS) on/or before the closing date and time. JICS cannot be held responsible for server delays. Applications submitted in any other way other than the published link or hand delivery will be treated as invalid. All fields of Section A, B, C and D of the Z83 must be completed in full. Section E, F, G (Due to the limited space on the Z83, it is acceptable for applicants to indicate “refer to CV” or “see attached”. However, the question related to conditions that prevent re- appointment under Part “F” must be answered and the declaration signed. Only an updated comprehensive CV (with detailed previous experience, if any) and a completed and signed new Z83 application form is required. Only shortlisted candidates will be required to submit certified copies of qualifications and other related documents on or before the day of the interview following the communication from Human Resources and such qualification(s) and other related document(s) will be in line with the requirements of the advert. Non- RSA Citizens / Permanent Resident Permit holders in possession of foreign qualifications must be accompanied by an evaluation report issued by the South African Qualification Authority (SAQA) (only when shortlisted). Applicants who do not comply with the abovementioned instructions/requirements, as well as applications received late will not be considered. Failure to submit all the requested documents will result in the application not being considered. Correspondence will be limited to shortlisted candidates only. All shortlisted candidates shall undertake a pre-entry practical exercise as part of the assessment method to determine the candidate’s suitability based on the posts’ technical and generic requirements. Suitable candidates will be subjected to a personnel suitability check (criminal record, citizenship, credit record checks, qualification verification and employment verification). Please note by responding to the advertisement, you consent to the collection, processing, and storing of your Personal Information in accordance with the Protection of Personal Information Act (POPIA). Your information will be used for the sole purpose of this application and will not be shared with third parties without prior consent unless required by law. Due to the large number of responses anticipated, correspondence will be limited to short-listed candidates only. If you have not been contacted within three months of the closing date of the advertisement, please accept that your application has been unsuccessful. The JICS reserves the right not to make any appointment(s) to the below advertised post(s). The successful candidate will be required to enter into an employment contract and a performance agreement. All costs associated with an application will be borne by the applicant. The appointment will be made according to the Public Service Act of 1994. 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. PUBLIC OTHER POSTS