Administrative Assistant

Overview

Administrative Assistant needed in Pretoria to manage filing systems and document flow for the Commission on Khoi-San matters, requiring Grade 12 and a secretarial certificate.

Requirements

• A Grade 12 Certificate or equivalent qualification plus a certificate in Office Management/Secretarial Studies with at least one (1) year experience in office management and administration.
• A post-Matric qualification will serve as an added advantage.
• Core competencies: Client orientation and customer focus.
• Communication (written & verbal).
• Honesty and integrity.
• Planning and organising.
• Telephone etiquette.
• Computer literacy.
• Technical Competencies: Office management and administration, secretarial functions and general administration.

Duties

• The successful candidate will perform the following duties: Develop and manage an efficient filing system and flow of documents for the Commission: Receive and distribute documents to members of the Commission on Khoi-San matters.
• Record documents in the appropriate registers.
• File and manage the paperwork of the Commission.
• Establish effective document tracking systems.
• Provide secretarial support services to the Commission: Co-ordinate and prepare documentation for the Commission’s meetings/ workshops/public hearing and outreaches.
• Compile agenda, attendance registers, minutes and reports.
• Draft memoranda and any other correspondence as directed by the Secretariat or Commission.
• Manage the diaries of the Commission, Promote effective diary co-ordination.
• Provide administrative support services: Arrange logistics and related activities for travel, meetings, workshops, public hearing and conferences.
• Manage the telephone and communication systems in the office.
• Purchase and order stationery and equipment.
• Manage inventory and equipment within the office.
• Make copies, fax and email documents as required.

How to apply

Applications may be posted to: Directorate: Human Resource Management, Department of Traditional Affairs, Private Bag X22, Arcadia, 0083 or Hand deliver to: 509 Pretorius Street, Arcadia, 2nd Floor Pencardia, 1 Building, Pretoria or email DTARecruit202621@cogta.gov.za FOR ATTENTION : Director: Human Resource Management

Enquiries: Ms RS Mogaladi Tel No: (012) 065 3450

Notes

Youth and Persons with disabilities are encouraged to apply. The successful candidate’s appointment will be subject to a security clearance process and the verification of educational qualification certificates. Applications must quote the relevant reference number and must be completed on the New Z83 form obtainable from any Public Service department and signed when submitted. From 1 January 2021 should an application be received using the incorrect application for employment (Z83), the application will not be considered. Only shortlisted candidates will submit relevant documents. Applicants should submit CV and Z83 only. Shortlisted candidates will be required to submit certified copies a day before the interview date. All shortlisted candidates, including 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. All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview. Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity. Persons with a disability are encouraged to apply. It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualifications Authority (SAQA) and to provide proof of such evaluation only when shortlisted. Incomplete applications or applications received after the closing date will not be considered. It is important to note that it is the applicant’s responsibility to ensure that all information and attachments in support of the application are submitted by the due date. 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 department reserves the right not to fill the advertised position. MANAGEMENT ECHELON