Secretary Office Directors

Secretary Office of the Directors

PRETORIA

R189 900pa

12 Month fixed term contract

Torenderasecretarialsupportserviceto Director(s).

• Receives telephone calls and refers the calls to the correct players.
• Records appointments and events in the diary of the Director(s)
• Type documents for the Director(s) and other staff within the unit.
• Operates office equipment like photocopiers
• Provide secretariat support for the Director’s meetings (take minutes, agenda etc.) in consideration of urgent core tasks

• Format submissions, memos and other documents on behalf of the Directors
• Draft standard response on behalf of the Directors
• Maintain workflow and filing system electronically and manually.
• Respond to queries by providing the required information
  
  Track progress of actions, issue reminders and provide feedback to the Directors.
• Ensure that applicable processes (policies and procedures) are adhered with regard to outgoing and incoming submissions
• Prepare packs for all the meetings / workshop that the Directors attend
• Organize Directorates meetings (including logistics) and draft minutes and support the Director with external meetings (This excludes project meetings of Sub directorates)
• Coordinate submission of strategic and operational reports and documents (PMDS, Annual Reports, Strategic Plans, Audit reports etc.)

• Liaises with travel agencies to arrange travelling and accommodation
• Arrange meetings and events for the Directors and the staff in the unit
• Process traveling and subsistence claims of Directors

• Receive monthly expenditure from Finance and capture expenses in the commitment register.
• Process requests on procurement of unit required goods and services
• Process payment advice of procured goods and service for the unit.
• Arrange petty cash and ensure compliance with relevant processes (e.g., submit receipts and change to finance)

• Knowledge and understanding of department policies and procedures
• Understanding of office administration activities and processes
• Knowledge and understanding of public service regulations
• Basic knowledge and understanding of the Public Finance Management Act

• Administrative skills
• Communication skills
• Minutes taking
• Computer skills (MS Word, Excel, PowerPoint, internet and email)
• Events coordination
• General office administration
• Document and file management
• Planning and organizing skills

• Interpersonal skills
• Initiative
• Ability to work with teams
• Ability to interact with people
• Ability to multitask
• Ability to act with tact and discretion
• High level of reliability

• Grade
  12
  
  Senior Certificate(NQF
  4).
• Experience with in a similar environment would serve as advantageous