PERSONAL ASSISTANT

Temporary
PERSONAL ASSISTANT TO THE DDG
Tasiso Consulting (Pty) Ltd
Pretoria, Gauteng
Contract

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Posted 23 June 2021

Job Details

Job Description

PURPOSE OF THE POST

To ensure efficient and effective management and coordination of the DDGs responsibilities.

DESCRIPTION OF TASKS

NO Key result areas Activities Result indicators
1 Secretarial Support Plan, organise and co-ordinate the

DDG’s schedule

 

 

 

Schedule meetings and liaise with the

individuals to find a mutually suitable

Date for the appointments.

 

Negotiate changes of dates and

venues with individuals and organisations to optimise the utilisation of the DDG

 

Screen all calls of the DDG

 

 

Respond to enquiries by proving the

Required information

Efficient and effective management and coordination of the DDG’s

responsibilities and core activities in line with schedule

 

Well managed diary and no appointment clashes or

congestion of the programme in

order to allow for flexibility & to cater for unforeseen eventualities

 

 

 

 

All calls diverted to appropriate person

 

All enquiries addressed to the

DDG attended to

2 Office Administration

and Coordination

Draft memos from the office of the

DDG’s office attaching all relevant

documentation, specifying required

action, and facilitate processes connected therewith

 

Provide secretariat for Programme

Meetings

 

Compile and coordinates documentation for meetings as

required

Documents available within

timeframes to relevant person

 

 

 

 

Well edited and signed minutes of

the meetings

 

All documents are according to the

Approved prescribed format

and of required quality standards

3 Logistical Support Arrange travelling and accommodation

for DDG

 

 

Arrange for payment of advances and

calculations of S&T expenditure for the DDG

 

Process petty cash requests and

Related procurements

All travel arrangements of the DDG arranged within reasonable

time frames

 

Advances and S&T expenditure

approved before departure of the

DDG

 

Petty cash and related procurement approved and

Processed

4 Events coordination/

Management

Maintain calendar of events

 

Coordinating arrangements for

workshops, conferences and other functions

 

Liaise with stakeholders on the planned events

Well-coordinated events
5 Documents and records Management Manage the document tracking system in the Programme

 

Keep records of all documents for the

sub programme

 

Manage the document tracking

system in the Programme

Updated document tracking

Spreadsheet

 

All records kept in a safe for future use

 

Updated document tracking

spreadsheet

 

COMPETENCY REQUIREMENTS

Knowledge

  • Knowledge of departmental policies
  • Knowledge of applicable protocols
  • Treasury regulations
  • PFMA
  • Knowledge of Public Services Regulations

Skills

  • Good computer skills (MS Word, Excel, PowerPoint,
  • internet and email)
  • Good Communications Skills
  • Strong negotiation skills
  • Diplomatic
  • Project management skills
  • Administrative skills
  • Events Coordination
  • General Office Administration
  • Document and File Management
  • Organising skills

Personal attributes

  • Client focus and result orientated
  • Excellent interpersonal Relations
  • Proactive
  • Ability to work with and in teams
  • Ability to multi task

Experience

  • Minimum of 3 years’ experience in secretarial or administration functions at supervisory level.

LEARNING INDICATORS/QUALIFICATIONS

  • An NQF level 7 qualification in Office Management or Public Administration or related