Personal Assistant REF NO: SECDEF/30/33/26 at South African Department of Defence

REQUIREMENTS :

• Grade 12 (NQF Level 4) or equivalent with Secretarial Diploma. A National Diploma (NQF Level 6) will serve as an added advantage or equivalent qualification.
• A minimum of three (3) years collective experience, rendering a support service to Senior Management and executive administrative support services inclusive of report writing and briefing preparation with strong organisational skills to Senior Management. Knowledge of Public Service legislation, Records Management, Office Administration, and Financial Administration. Special requirements (skills needed): Sound organisational skills and time management skills. Good people skills. High level of reliability.
• Proven written and verbal communication skills. Ability to act with tact and discretion. Ability to do research and analyse documents and situations. Good grooming and presentation. Self-management and motivation. Proven computer skills including use of PowerPoint computer program. 

DUTIES :

A successful candidate will be required to perform the following duties:

• Provide secretarial, reception and administrative support services to the Secretary for Defence. Receive visitors, screen and direct telephone calls and handle enquiries in professional manner. Ensure efficient and effective administrative support to the Secretary for Defence in accordance with departmental requirements.
• Scrutinises documents to determine actions/information/other documents required for meetings. Maintain an effective filing and records management system and administrative co-ordination in accordance with applicable policies and procedures. Remain abreast of relevant legislation, prescripts, policies, procedures and directives applicable to the work environment.
• Prepare and compile briefing notes, reports, correspondence, submissions, other documents and relevant information for the Secretary for Defence as required. Coordinate logistical arrangements for meetings, including venues, catering, documentation and technical requirements. Coordinates the procurement of goods and items for the activities of the Secretary for Defence.
• Coordinates the travel and accommodation arrangements for the Secretary for Defence during meetings and visits. Liaise with internal and external stakeholders on behalf of the Secretary for Defence. Maintain confidentiality of sensitive information and documents at all times.