POST 04/16 : OFFICE ASSISTANT REF NO: 3/2/1/2023/048
Office of the Deputy Chief Land Claims Commissioner
Re-advertisement, applicants who applied previously are encouraged to re-
apply.
SALARY : R269 214 per annum (Level 07)
CENTRE : Gauteng (Pretoria)
REQUIREMENTS : Applicants must be in a possession of a Grade 12 Certificate and a National
Diploma in Secretarial / Office Administration / Management. Minimum of 3
years’ experience in rendering a support service to senior management. Job
related knowledge: Relevant legislation, policies, prescripts and procedures.
Telephone etiquette. Basic knowledge on financial administration. Job related
skills: Sound organisational skills. Computer literacy (Microsoft Office). Good
interpersonal relations. High level of reliability. Communication skills (written
and verbal). Language skills. Ability to communicate well with people at
different levels and from different backgrounds. Ability to do research and
analyse documents and situations. Ability to act with tact and discretion. Good
grooming and presentation. Self-management and motivation. Willingness to
work extended hours and must have Classified Secrete Security Clearance.
DUTIES : Provide a secretarial / receptionist support service to the Manager. Receives
telephone calls in an environment where in addition to the calls for the senior
manager, discretion is required to decide to whom the call should be forwarded
in the process the job incumbent should finalise some enquiries. Perform
advanced typing work. Operates and ensures that office equipment e.g. fax
machines and photocopiers are in good working order. Record the
engagements of the senior manager. Utilizes discretion to decide whether to
accept / decline or refer to other employees’ requests for meetings, based on
the assessed importance and urgency of the matter. Coordinate with and
sensitize / advise the manager regarding engagements. Compile realistic
schedules for appointments. Render administrative support service. Ensure
the effective flow of information and documents to and from the office of the
Manager. Ensures the safe keeping of all documentation in the office of the
manager in line with relevant legislation and policies. Obtains inputs, collates
and compiles reports, e.g. Progress reports, monthly reports and management
reports. Scrutinizes routine submissions / reports and make notes and/or
recommendations for the manager. Respond to enquiries received from
internal and external stakeholders. Drafts documents as required. Does filing
of documents for the manager and the unit where required. Collects, analyses
and collates information requested by the manager. Clarifies instructions and
notes on behalf of the manager. Ensures that travel arrangements are well
coordinated. Prioritizes issues in the office of the manager. Manages the leave
register and telephone accounts for the unit. Handles procurement of standard
items like stationary, refreshments etc. for the activities of the manager and the
unit. Obtains the necessary signatures on documents like procurement advices
and monthly salary reports. Provide support to the manager 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 communicates to relevant role-players, follow-up on
progress made. Prepares briefing notes for the manager as required.
Coordinates logistical arrangements for meetings when required. Supports the
manager with the administration for the managers budget. Collects and
coordinates all the documents that relate to the manager’s budget. Assists
manager in determining funding requirements for purposes of Medium-Term
Expenditure Framework (MTEF) submissions. Keeps records for expenditure
commitments, monitors expenditure and alerts manager of possible over-and
under spending. Checks and correlates Basic Accounting Software (BAS)
reports to ensure that expenditure is allocated correctly. Identifies the need to
move funds between items, consults with the manager and compiles draft
memos for this purpose. Compares the MTEF allocation with the requested
budget and informs the manager of changes. Studies the relevant Public
Service and departmental prescripts / policies and other documents and
ensure that the application thereof is understood properly. Remains up to date
with regard to the prescripts/policies and procedures applicable to his / her
work terrain to ensure efficient and effective support to the manager. Remains
abreast with the procedures and processes that apply in the office of the
manager.
ENQUIRIES : Ms N Mfeka Tel No: (012) 407 4416
APPLICATIONS : Applications can be submitted by post to: Private Bag X833, Pretoria, 0001 or
hand delivered during office hours to: 184 Jeff Masemola Street (formerly
known as Jacob Mare), corner of Jeff Masemola and Paul Kruger Streets,
Pretoria or to Agriculture Place, 20 Steve Biko (formerly Beatrix) Street,
Arcadia, Pretoria, 0001.
CLOSING DATE : 17 February 2023 at 16:00