Admin Job Vacancies at South African Department of Defence

REQUIREMENTS :

• Grade 12 (NQF Level 4) or equivalent. No experience required. Special requirements 

DUTIES :

• Render clerical services to the Military Legal Services, perform a variety of routine directive intensive clerical duties. Handle less complicated routine correspondence, processing documents (letters notice, memorandum and submission etc, in relation to the Division functional activities. Answer telephone, make telephone calls on behalf of the Officer in charge and canalise telephone calls. Take notes and type documents of the Officer in charge. Submit the inland, expenditure and accommodation claims.
• Keep the Officer in charge diary and remind any meeting. Receive visitors and arrange refreshments. File documents. Perform a variety miscellaneous task for the Officer in charge such as compile and type letters of thanks and to accept, address or decline invitations. Perform elementary calculations and maintain and issue statistics. Receive and transmit message with a fax machine. 

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REQUIREMENTS :

• Grade 12 (NQF Level 4) or equivalent. No experience required.

DUTIES :

• Provide a secretarial/receptionist support service to the Director. Receive telephonic calls and refers the call to the correct role players if not meant for the relevant Director. Record appointments and events on a diary. Type documents for the Director and other staff within the unit. Operate office equipment e.g. Fax machine, scanner and photocopier. Record appointments and events. Provide secretarial support services to the Director, liaise with travel agencies to make travel arrangements. Check the arrangements when relevant documents are received. Arrange meetings and events for Director and staff in the unit. Identifies venues, invite roles players, organise refreshments, sets up for scheduled meeting and events.
• Process the travel and subsistence claims for the Director. Process all invoices that emanates from the activities of the work of the Director. Record basic minutes of the meetings of the Director where required. Draft routine correspondence and reports. Do filing of documents for the Director and the unit where necessary. Administer matters like leave registers, telephonic accounts and attendance register. Receive, record and distribute all incoming and outgoing documents etc. Handle the procurement of standard items like office refreshment for the Director.
• Collect all relevant documents to enable the Director to prepare for meetings. Remain up to date with regards to prescripts / policies and procedures applicable to her / his work environment to ensure efficient and effective support to the Director. Study relevant Public Service and the departmental prescripts / policies and other documents to ensure that the application thereof is understood properly. Remain abreast with the procedures and processes that apply in the office of the Director. Prepare briefing and notes for the Director as required. Keep manual filing system for the Director. Maintain an electronic document management database.