Personal Assistant :Head

preference will be given to People with Disabilities.

Purpose of the Job: Reporting to the Head:
Assurance and Monitoring, the successful incumbent is responsible for providing an end to end effective, efficient and responsive administrative and secretarial service in the respective area.

• Screen phone calls, enquiries and requests, as well as handling them when appropriate.
• Identify items that need personal attention, respond to the appropriate ones directly and redirect selected emails to the direct reports or other departments for resolution.
• Facilitate the processing of memorandums for approval.
• Keep up to date with administrative changes organisationally and ensure adherence and compliance requirements.
• Coordinate the submission of all required reports for timely submission.
• Ensure quality standard on all the documentation prior enroute for further handling.
• Coordinate the submission of reports to and from different higher offices.

• Process documentation with confidentiality at all times.
• Prepare travel arrangements for the department.
• Assist and coordinate departmental projects.
• Ordering stationary and office equipment.
• Create and manage purchase requisitions and ensure timely payment of purchase orders.
• Administrate SCM or procurement related processes.

• Act as the first point of contact in the office and ensure effective running of the office.
• Administer briefing papers, reports, charts and presentations.
• Report, review and quality assure all documents that are submitted for the unit's attention.
• Develop and maintain document management system (Electronic and manual).
• Handle the office filing.
• Manage internal and external correspondence on behalf of the unit.
• Track and follow up on memorandums and related documents.
• Monitor and track office budget in support of the respective area.

• Prepare facilities for scheduled meetings, events and arrange refreshments, if required.
• Manage diary and schedule meetings and appointments.
• Take minutes in meetings as and when required.

• A National Diploma in Public Administration/Management/Office Management/Administration or related qualification.
• A certificate in relation to the functional discipline will be an added advantage.
• At least 3 years' working experience as a Personal Assistant/ Secretary or in a similar environment of which 1 year should have been rendered to Senior Management.
• SAP experience will be an added advantage.

• Planning, organizing and coordinating.
• Personal mastery.
• Emotional wisdom and decision making.
• Ethics and values.
• Planning and organising skills.
• Excellent professional communication (Verbal and Written).
• Knowledge of the PFMA.
• Excellent working knowledge of MS Office.