Personal Assistant: Acquisition and Contract Management, Ref No.DOI 49/2025 at Western Cape Government

Job Purpose    

• The Department of Infrastructure, Western Cape Government has an opportunity for a suitably qualified and competent individual to render a secretarial support service to a senior manager(s).

Minimum Requirements    

• Grade 12 (Senior Certificate or equivalent qualification) plus an accredited secretarial diploma and/or administrative qualification on the level of NQF level 5 or relevant higher tertiary qualification (a certificate of completion should be provided); A minimum of 3 years experience in rendering a support service to management/ senior management.

Recommendation    

• Working knowledge of the relevant legislative and regulatory requirements pertaining to Supply Chain Management; Experience in a Compliance, Supply Chain Management or Governance environment. 

Key Performance Areas    

• Provide secretarial and receptionist support to the manager by screening calls, addressing inquiries, and maintaining confidentiality, while referring stakeholders to the appropriate officials as needed; Ensure office equipment is functioning properly, manage office supplies and refreshments, safeguard and verify assets, and process invoices on time; Provide operational assistance by performing advanced typing, drafting reports, monitoring submission deadlines, and responding to stakeholder inquiries while collecting and compiling required information for the manager; Coordinate the senior manager's appointments, manage meeting logistics, record minutes, and track action items, while prioritizing meetings based on urgency and importance; Assist with administrative tasks such as managing leave requests, tracking employee records, coordinating procurement, and preparing documents for signatures and approvals, ensuring accuracy and completeness; Provide financial and budget management support by tracking expenditure, assisting with submissions, monitoring budget discrepancies, and recommending necessary budget adjustments; Ensure efficient document flow and compliance with policies, safeguard records, and compile reports, while ensuring that all information is processed in accordance with relevant legislation and policies and within required deadlines. 

Competencies    

• Knowledge of advanced computer skills (word processing and numerical); Verbal and written language skills; Planning and organising; Professional telephone and email etiquette; Aassertiveness, tact and discretion; Conflict resolution, problem-solving and decision-making.