POST 18/164: SECRETARY TO THE DIRECTOR SECTOR RESEARCH AND SUPPORT REF NO: DHET 68/05/2021
Branch: University Education
Directorate: Sector Research and Support
SALARY: R173 703 per annum (Level 05)
REQUIREMENTS: An appropriate national senior certificate/grade 12 certificate or NCV Level 4. A bachelor’s degree/national diploma in Secretarial, Administration, or equivalent qualification in secretarial functions will be an added advantage. A minimum of one (1) to two (2) years’ employment experience in rendering administrative and secretarial support services. Knowledge of relevant legislation, prescripts, policies and procedures, Basic Financial Management, and understanding of supply chain processes. Knowledge of Records Management of documents. Good interpersonal and communication skills to interface with people at different levels and diverse backgrounds. Good telephone etiquette and experience in using computer applications MS Word, Excel, PowerPoint, and Outlook. Maintain confidentiality at all times. Good organizational and basic events management skills. Ability to create spreadsheets and manage basic databases and presentations. Basic knowledge of financial administration, including budgets, and managing cash flow.
DUTIES: Provide secretarial/receptionist support services to the Director, including support in the planning and managing of day-to-day office activities. Schedule meetings and workshops; Manage and administer the Director’s diary and itinerary; Prepare all necessary documentation for the Director. Perform routine duties in the office of the Director including telephone, travel arrangements, hotel bookings; and arranging appointments and meetings with stakeholders; Render office management support services including the keeping of records of all documents received and processed; obtain inputs, collates and compile reports, e.g. progress, monthly and management reports; Scrutinise routine submissions/ reports and make notes and/or recommendations for the Director; Provide communication support services to the Director, including handle all correspondence and queries requiring the attention of the Director. Respond to inquiries received from internal and external stakeholders, and interface with internal and external clients; Handle the procurement of standard items like stationery, refreshments, etc. Provide document management support including record, safe keep, and file all documentation and records in line with the relevant legislation and policies. Provide personnel administrative support to the Director including leave, planning, reporting, and scheduling of meetings. Provide financial administration support to the Director, including handle and manage budgets, cash flow, and petty cash.
ENQUIRIES: Mr R Kgare/Mr. D Moyane Tel No: (012) 312 5442/5165
CLOSING DATE: 04 June 2021 at 16H00.
NOTE: Applications must be submitted on the New Z83 form obtainable from any Public Service Department or on the internet at WWW.GOV.ZA/DOCUMENTS and must be accompanied by a recently updated comprehensive CV (with three contactable references and certified copies of all qualification, Identity Document (ID) not older than six months, including driver’s license (where it is applicable). It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualification Authority (SAQA) and the evaluation certificate from SAQA must be attached. Failure to sign the Z83 Form and submit the requested documents will result in your application not being considered. Candidates whose appointments will promote representativity in terms of race, gender, and disability will receive preference. Note: All shortlisted candidates for SMS posts will be subjected to a technical exercise that intends to test relevant technical elements of the job, the logistics of which will be communicated by the Department. The successful candidate(s) will be to undergo a Competency Assessment. One of the minimum entry requirements for the SMS position is the pre-entry (Nyukela) certificate. For more details on the pre-entry course visit: https://www.thensg.gov.za/trainingcourse/sms-pre-entry-programme/. The Candidate(s) will be required to sign an annual performance agreement, disclose his/her financial interests, and be subjected to security clearance. If you have not been contacted within three (3) months of the closing date of this advertisement, please accept that your application was unsuccessful. Suitable candidates will be subjected to personnel suitability checks (criminal record check, citizenship verification, qualification/study verification, and previous employment verification). Applications received after the closing date will not be considered.