Jobs at Civilian Secretariat for Police Service

REQUIREMENTS :

• An undergraduate qualification (NQF Level 6 as recognised by SAQA) in Public Administration/or related equivalent qualification. Two years’ experience in administrative/secretarial/personal assistant environment.

DUTIES :

• Render administrative support services. Screen calls, emails and correspondence. Assist in planning, scheduling and coordinating internal and external meetings. Draft the meeting calendar for the DDG. Book boardroom/s for the DDG’s meetings with internal and external stakeholders. Assist with the compilation of quarterly Demand Management Plans and monitoring of the budget expenditure. Provide secretariat support services for the DDG’s meetings. Follow up on resolutions and action items.
• Handle correspondence in the office of the DDG. Organise, maintain the filing system and confidential records. Render logistical support services in the office of the DDG. Provide travel and accommodation arrangements. Process and submit itineraries. Process and submit subsistence and travel claims. Ensure that the DDG is prepared for meetings and engagements (i.e. being in receipt of relevant information, briefing documents, etc.).
• Maintain the DDG’s personal file (e.g. keep copies of documents submitted to HRM Unit such as leave forms, Performance Agreements/Assessments and other relevant work-related documents). Ensure effective and ongoing communication (verbal and written) is maintained from the office of the DDG, Branch and other business units. Receive and record documentation before submission to the Branch Coordinator. Meet and greet the clients/stakeholders who are visiting the DDG and manage the waiting area. 

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REQUIREMENTS :

• National Diploma at (NQF 6 as recognized by SAQA) or relevant qualification in Social Sciences, Developmental Studies, Population Studies or Public Administration. Experience in data collection and processing. Data analysis and Information management. A high degree of computer literacy especially using the Microsoft windows suite (e.g. MS Word, Excel, Outlook). 

DUTIES :

• Conduct oversight visits. Collect data using M&E tools. Collect source documents as evidence to support the data collected. Capture data into the capturing system. Conduct quality control and assurance on completed M&E tools. Handle the control of documents within the directorate. Provide access to source documents based on access rights, maintain and update file of source documents. Provide admin support to the directorate. Ensure proper filling and archival of documents. Coordinate travel arrangements. Provide admin support to the Directorate. Provide logistical and administrative support to the Monitoring and Evaluation Team. 

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REQUIREMENTS :

• Grade 12 certificate or equivalent. Basic knowledge of financial functions, ability to capture data and ability to collate financial stats. Basic knowledge of Public financial legislations, procedures and treasury regulations. 

DUTIES :

• Render financial accounting transactions. Receive invoices, check invoices for correctness, verification and approval. Process invoices (e.g. capture payments). Perform salary administration support services. Receive salary advices, process advices (e.g. check advices for correctness, capture salaries, bonuses, salary adjustments and capture all deductions etc.). Filing of documents.
• Perform bookkeeping support services. Capture all financial transactions. Clear suspense accounts, record debtors and creditors. Process electronic banking transections and compile journals. Render Internal Control. Perform activities attached to improving control environment of payments for completeness and accuracy. Provide assistance in identifying control mechanisms to reduce possible non-compliance. Develop, update and maintain an effective filing system /system control for the Directorate. 

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REQUIREMENTS :

• A Grade 12 Certificate/National Senior Certificate or equivalent. No experience required. Basic Knowledge of supply chain duties, practices and ability to capture data, operate computer and collecting statistics. 

DUTIES :

• Render Acquisition clerical support. Update and maintain a supplier database. Register suppliers on the Supply Chain (Logis) System. Receive and request quotation. Capture specification on the electronic purchasing system. Issue and receive bid documents. Provide secretariat or logistical support during the bid consideration and contracts conclusion process. Place orders for goods, receive and verify goods from suppliers.
• Capture goods in registers database, receive request for goods from end users and maintain goods register. Update and maintain register of suppliers. Render Assets Management clerical support. Compile and maintain assets records/database. Check and issue, furniture, equipment and stationery to business units. Identify redundant, non-serviceable and obsolete equipment for disposal. Assist in conducting stock taking according to stock taking plan. Verify asset register.