Personal Assistant: Regional Manager’s Office at Department Of Public Works And Infrastructure

REQUIREMENTS :

• A minimum of three-year tertiary qualification (NQF Level 6/National Diploma) in Secretarial Diploma, Office Management, Management Office, Business Administration, Public Administration / Public Management. Relevant years of working experience. 

DUTIES :

• Provides a secretarial/receptionist support service to the Regional Manager. Record the engagements of the Regional Manager. Utilises discretion to decide whether to accept/decline or refer to other employees, request for meetings, based on the assessed importance and urgency of the matter. Coordinate with and sensitises/advises the manager regarding engagements. Compiles realistic schedule of appointments. Renders administrative support services. Ensure the effective flow of information and documents to and from the office of the Regional Manager. Scrutinise routine submissions/ reports and make notes and/or recommendations for the manager.
• Responds to enquiries received from internal and external stakeholders. Collect, analyse and collate information requested by the RM. Clarify instructions and notes on behalf of the RM. Ensure that travel arrangements are well coordinated. Manage the leave register and telephone accounts for the unit. Handle the procurement of standard items like stationary, refreshments etc. for the activities for the RM and the unit. Provide support to the Regional Manager regarding meetings. Collect and compile all necessary documents for the RM to inform him/her on the contents. Record minutes/decision and communicates to relevant role-players, follow-up on progress made. Prepare briefing notes for the RM as required. Coordinates logistical arrangement for meetings when required.
• Supports the manager with the administration of the budget. Collects and coordinates all the documents that relate to budget of the office of the RM. Assist the RM in determining funding requirements for purposes of MTEF submissions. Keep record of expenditure commitments, monitors expenditure and alert the RM of possible over and under spending. Check and correlates BAS reports to ensure that expenditure is allocated correctly. Identify the need to move funds between items, consults with the RM. Compares the MTEF allocation with the requested budget and informs the manager of changes.