Personal Assistant at Department of Water and Sanitation

Requirements

• A Secretarial Diploma or equivalent qualification. Three (3) to five (5) years of experience in rendering a support service to senior management. Excellent computer literacy skills.
• Advanced proficiency in the Microsoft Office suite. Good office management skills and knowledge of administrative procedures.
• Sound organizational skills. Good people skills. High level of reliability. Ability to act with tact and discretion.

Duties

• Provide a secretarial support service to the manager. Implement administrative procedures for the component. Receive telephone calls and visitors on behalf of the manager. Implement policies and procedures.
• Engage the supplier regarding purchased materials. Develop an implementation plan. Ensure that financial procedures are observed in the section. Compile monthly reports and present them to the managers. Do early warning systems.
• Liaise with travel agencies to make travel arrangements for the DDG office. Arrange meetings and events for the manager and staff in the unit. Process all invoices that emanate from the activities of the work of the manager, including the travel and subsistence claims for the unit.
• Draft routine correspondence and reports, including records of basic minutes of the meetings of the manager where required. Administer matters like telephone accounts and proper recording and filing of documents. Receive, record, and distribute all incoming and outgoing documents. Collect all relevant documents to enable the manager to prepare for meetings.
• Provide feedback on identified administrative gaps. Provide records on goods and services procured and handle all the procurement items for the office.