Personal Assistant

In brief

Overview This role is for a Personal Assistant within the Gauteng Department Of Infrastructure Development, specifically supporting the Chief Directorate: Construction Procurement: SCM. The position, referenced as REFS/056922, is based at the Head Office in Johannesburg and offers a salary of R338 106 per annum, plus benefits. What you will do * Receive telephone calls. * Perform advanced typing work. * Operate and ensure that office equipment, e.g. fax machines and photocopiers are in good working order. * Record engagements of the senior manager. * Utilize 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 sensitizes/advises the manager regarding engagements. * Compile realistic schedules of appointments. * Ensure the effective flow of information and documents to and from the office of the manager. * Ensure the safe keeping of all documentation in the office in line with relevant legislation and policies. * Scrutinize routine submissions/reports and make notes and/or recommendations for the manager. * Obtain inputs, collate and compile reports, e.g Progress reports, monthly reports, management reports. * Respond to inquiries received from internal and external stakeholders. * Draft documents as required. * File document manager and the unit where required. * Collect, analyze and collate information requested by the manager. * Clarify instructions and behalf of the manager. * Coordinate travel arrangements. * Prioritize issues in the office of the manager. * Manage the leave register and telephone accounts for the unit. * Handle the procurement of standard items like stationery and refreshments. * Obtain the necessary signatures on documents like procurement advice and monthly salary reports. * Coordinate logistical arrangements for meetings when required. * Scrutinize documents to determine actions/information/other documents required for the meetings. * Collect and compile all necessary documents for the manager to inform him/her of the contents. * Record minutes /decisions and communicate to relevant role-players, follow-up upon progress made. * Prepare briefing notes for the manager as required. * Collect and coordinate all the documents that relate to the manager’s budget. * Assist the manager in determining funding requirements for purposes of MTEF submissions. * Keep records of expenditure commitments, expenditure and alert the manager of possible over and under spending. * Check and correlate BAS reports to ensure that expenditure is allocated correctly. * Identify the need to move funds between items, consult with the DDG and compile draft memos for this purpose. * Compare the MTEF allocations with the requested budget and inform the DDG of changes. * Remain 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. * Remain abreast with the procedures and process that apply in the office of the manager. Requirements (from the original advert) * Secretarial Diploma (NQF Level 5) or equivalent. * A minimum 3 – 5 years’ experience in rendering a support service to senior management. * **Competencies:** * Knowledge of relevant legislation/policies/prescripts and procedures. * Basic knowledge of financial administration. * **Skills:** * Language skills and the ability to communicate well with people at different levels and from different backgrounds. * Computer literacy. * Sound organizational skills. * Written communication skills. * Ability to do research, analyze documents and situations. * **Attributes:** * Good telephone etiquette. * High level of reliability. * Ability to act with tact discretion. * Good grooming and presentation. * Self-management and motivation. Who should apply This role is for individuals holding a Secretarial Diploma (NQF Level 5) or equivalent, with 3-5 years of experience providing support to senior management. Applicants should possess knowledge of relevant legislation and basic financial administration, along with strong language, communication, computer literacy, and organizational skills. The ideal candidate will also demonstrate written communication abilities, capacity for research and analysis, good telephone etiquette, high reliability, tact, discretion, good grooming and presentation, self-management, and motivation. Deadline Not specified Reference Original posting: https://www.govpage.co.za/vacancies/gauteng-department-of-infrastructure-development-vacancies-from-dpsa-circular-38-of-2026#spani-ref-refs-056922 Source: govpage

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At a glance

• At least 3 years of experience.

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