Personal Assistant to Public Protector - PPSA 04/05/2025 at Public Protector South Africa

QUALIFICATION AND EXPERIENCE

• A three (3) National Diploma at NQF level 6 in any of the following, Business  Administration/Public Administration/Public Management/Office Management and Technology 
• A minimum of five (5) years’ experience in rendering administration management and Executive support is required 
• Experience in private and public Sector is preferred.
• Must be computer literate Experience in dealing with state/formal functions / visit is preferred 
• A valid driver’s license is essential

Responsibilities

Administration and Secretarial Duties

• Receive and make telephone calls on behalf of the Public Protector (PP)
• Effectively manage the diary and all activities in the office of the PP
• Arrange travel and accommodation, manage cancellation of bookings and complete GRN’s forms and submit the signed GRN form to SCM for travel at least 2 days after travelling
• Arrange petty cash and submit petty cash receipts within 48 hours of spending to Finance
• Prepare travel and subsistence claims
• Arrange and coordinate meetings, workshops and other forums, transcribe proceedings and ensure that accurate minutes are timely prepared and signed, with decision registers and follow up on resolutions
• Receive written correspondences and direct them to the relevant offices and follow up on responses
• Prepare submissions, letters, memos and reports on behalf of the PP
• Receive and control of visitors and staff to the PP’s Office
• Develop, implement and maintain a records management and registry system in the PP’s office
• Daily reconciling all submissions transmitted to the PP•
• Responsible for typing, copying and faxing of documents
• Manage general finances, assets and facilities for the PP
• Develop, implement and monitor Standard Operating Procedures (SOP’s) in the PP’s office
• Assist the PP with any other matter as required/instructed

Stakeholder Management and Communication

• Act as a liaison between the PP and stakeholders (executives, employees, clients, government officials, media, etc.).
• Ensure clear, timely, and appropriate communication on behalf of the PP.
• Draft and relay messages that reflect the PPs tone and priorities. 

Relationship Building

• Help maintain and strengthen relationships with key stakeholders by managing interactions, follow-ups, and engagement.
• Keep track of stakeholder preferences, interests, and past interactions for personalized communication.
• Support networking efforts by coordinating events, meetings, and correspondence.

Information Flow and Prioritization

• Filter and prioritize stakeholder inquiries to ensure the PP focuses on high-impact issues.
• Brief the PP on stakeholder concerns, expectations, and developments ahead of engagements.
• Maintain up-to-date records of stakeholder contacts and communications.

Meeting and Event Coordination

• Arrange and prepare for meetings with key stakeholders, including logistics, agenda setting, and documentation.
• Ensure stakeholder meetings are productive by organizing necessary materials and follow-up actions.
• Represent the PP’s office professionally when dealing with stakeholders in their absence.

Conflict and Issue Management

• Monitor stakeholder sentiments and flag potential risks or issues to the PP.
• Assist in resolving misunderstandings or miscommunications diplomatically and promptly.
• Ensure stakeholders feel heard, respected, and informed.

Confidentiality and Trust

• Handle sensitive information and interactions with discretion and integrity.
• Foster trust between the PP’s office and stakeholders by maintaining professionalism and reliability.

Financial Management

• Manage budget in the PP’s Office
• Manage Supply Chain Management processes in the PP’s Office