OFFICE ASSISTANT

(REF NO: 3/2/1/2018/100)
Branch: Rural Enterprise and Industrial Development
SALARY : R226 611 per annum (Level 7)
CENTRE : Pretoria
REQUIREMENTS : Grade 12/Senior Certificate plus two years post school qualification in Public
Administration/Office Administration. 1-2 years working experience in
rendering secretarial and support services to senior management. Job related
knowledge: Government systems and structures; relevant
legislation/policies/prescripts and procedures; Understanding of information
management and formal reporting system; Professional office etiquette; Office
administration; Processes and procedures: financial, supply chain and human
resources management. Job related skills: Good interpersonal relations;
Computer literacy; Organizational; High level of reliability; Written
communication; Ability to act with tact and discretion; Ability to do research
and analyse documents and situations; Good grooming and presentation;
Self-management and motivation.
DUTIES : Receives telephone calls, performs advanced typing work, records
engagements, coordinates with and sensitises/advises regarding
engagements and compile realistic schedules of appointments. Ensure
effective flow of information and documents, safe keeping of documents,
compiles reports, scrutinizes submissions/reports to enquiries, and draft
documents. Collects, analyses and collates information, clarifies instructions
and notes on behalf of the senior manager. Coordinate travel arrangements,
handles procurement of standard items, and obtain the necessary signatures.
Manage leave register and telephone accounts for the Branch/Chief
Directorate. Determine documents/actions/information required for meetings.
Records minutes/decisions and communicate to relevant role players. Prepare
briefing notes for the senior manager. Coordinates logistical arrangements for
meetings. Collects and coordinate all the documents that relate to the senior
manager’s budget. Assist senior manager in determining funding requirements
for the purpose of MTEF requirements. Keep records of expenditure
commitments, monitors expenditure and alerts senior manager of possible
over-and-under spending. Checks and correlates BAS reports to ensure that
expenditure is allowed correctly. Identifies the need to move funds between
items, consults with the senior manager and complies the necessary
documentation for this purpose. Compares the MTEF allocation with the
requested budget and informs the senior manager of changes. Remains up to date with regard to the prescripts/policies and procedures applicable to her/his
work team to ensure efficient and effective support to the senior manager.
NOTE : African, Coloured, Indian and White males and African, Coloured, Indian and
White females and Persons with disabilities are encouraged to apply.