Office Assistant - Pretoria at Office of the Valuer-General

DUTIES :

• Manage operations to achieve secretarial outcome. Render the administration, secretarial and support services to the executive manager. Resolve& screen incoming calls on behalf of the executive manager and take messages when required. Develop and update contact database. Mailing, faxing, photo copying and typing. Arrangement of meeting, taking of minutes and provision of meals. Attend to all logistical arrangements for the executive manager. Ensure that OFTAR’s DOTR’s for executive are completed and approved. Compile and submit S&Ts claims for the executive manager.
• Purchasing of stationery, office equipment and catering. Process all incoming and outgoing correspondences. Receiving calls and transferring to the executive manager referrals of incoming and outgoing mails to relevant officials (emails, SMS and telephone. Recording and tracking enquiries (Presidential hotlines, Ministerial tasks and parliamentary questions.
• Manage the diary for the sections. Arrange and coordinate meetings on behalf of the executive manager (Workshops, shortlisting’s, Interviews, Monthly Management and staff meeting). Circulation of invitations for executive manager meeting. Making appointments for internal and external clients. Receiving and attending walk-in clients and other stakeholders. Send meeting reminders. Draft memos, letters and reports. Type/draft letters to stakeholder, memorandum (petty cash, stationery, office equipment: laptops, toners). Record minutes/ decisions from meetings and communicate with relevant role-players. Use tape recorder to recording minutes.
• Provide secretariat services for committees and forums. Provide support with regards to the management and coordination of the implementation of executive decisions. Develop, implement and monitor a tracking system for executive decisions emanating from the office of the executive and track the implementation thereof. Manage operations to achieve administrative support outcomes.

REQUIREMENTS:

• Formal Qualifications: National Diploma in Office Administration/Public Administration/Public Management. 1 year experience in rendering secretarial and support services to senior management.

Job Related Knowledge:

• Government systems and structures. Understanding of the management information and formal reporting system. Professional office etiquette. Knowledge of office administration.