Personal Assistant to the Deputy Director General: SRM: Head Office - Polokwane at Limpopo Provincial Treasury

Key Performance Areas
DUTIES: KEY PERFORMANCE AREAS: 

• Provide a secretarial support service to DDG. Receives telephone calls.
• Operates and ensures that the Office equipment, e.g., fax machine and photocopier are in good order. 
• Records the engagement of the DDG.
• Utilizes discretion to decide whether to accept/decline or refer to other employees request for meetings. 
• Coordinates with and sensitized/advises the Deputy Director General regarding engagements.
• Compile realistic schedules of appointments.
• Renders administration support services. 
• Ensure the effective flow of information and documents to and from the office. 
• Ensure the safekeeping of all documentation in the office in line with relevant legislation and policies. 
• Obtain inputs, collates and compiles reports e.g. progress, Monthly reports, Management reports. 
• Scrutinizes routine submission/ reports and make notes and/or recommendations.
• Responds to enquire received from internal and external stakeholders.
• Drafts documents as required. Filing of documents. Collects, analyses, and collates information requested. 
• Clarifies instructions and notes on notes behalf of the DDG. Ensures that travel arrangements are well coordinated. 
• Prioritises issues in the office of the DDG. Manages the leave register and telephone accounts for the units.
• Handles the procurement of standards items like stationary, refreshment etc. for the activities of the manager and the unit. 
• Obtain the necessary signatures on documents like procurement advises and monthly salary reports.
• Provides support to DDG regarding meetings. Scrutinizes documents to determine actions/ information / other documents required for meetings. 
• Collects and compiles all necessary documents for the manager to inform him/ her on the contents. 
• Records minutes/ decisions and communications to relevant role players, follow-up on progress made.
• Prepare briefing notes for the DDG as required. Coordinates logistical arrangements for meetings when required. Support the DDG with the administration of budget. 
• Collects and coordinates all the documents that relate to the budget of DDG MEC’s office.
• Assists DDG in determining funding requirements for purpose of MTEF submissions.
• Keeps records of expenditure commitment, monitors expenditure and alerts DDG of possible over-and under spending. 
• Check and correlates BAS reports to ensure that expenditure is allocated correctly. 
• Identifies the need to move funds between items, consult with the manager and compiles draft memos for this purpose.

Prerequisites
KNOWLEDGE & SKILLS:

• Good grooming and presentation. Basic knowledge on financial administration.
• Good telephone etiquette.
• Good interpersonal relations. Excellent communication. Report writing skills. Ms Office Packages (Ms Word, Ms Excel; Ms Power-point; Ms Outlook).
• Time Management; Ability to work under pressure; Ability to maintain confidentiality. PFMA and Treasury Regulations. Batho Pele principles. 

COMPETENCIES: 

• Planning and organising. Networking and Customer service orientation. Organizational communication effectiveness. Self-management.

Person Profile
MINIMUM REQUIREMENTS:

• An NQF level 6 (National Diploma) qualification in Office Management / Office Administration / Management Assistant as recognised by SAQA.
• One (1) to two (2) years working experience in Office Management / Office Administration / Management Assistance / Secretariat.

Closing Date: 20 February 2026