SALARY : R261 372 per annum (Level 07), plus 37% in lieu of benefits
CENTRE : Pretoria Head Office
REQUIREMENTS : An appropriate three year National Diploma/Degree or equivalent three year
qualification (at least 360 credits) coupled with three (3) years’ experience in
rendering support services to senior management. Proven experience in
compiling memos and minute taking. Knowledge and experience of the MS
Office package, specifically relating to word processing, Outlook, PowerPoint
and Excel. Knowledge of Office Administration. Knowledge of Public Service
and departmental Prescripts and Legislations. Knowledge of Financial
Administration (budgeting). Ability to conduct research and analyze documents
and situations. Keep abreast with procedures and processes within the Office
of the CEO. Excellent verbal and written communication skills. Ability to
communicate at all levels. Good telephone etiquette. Ability to act with tact and
discretion. High level of reliability. Good interpersonal relations. Adhering to
business ethics. Above average organising skills. Good grooming and
presentable. Self-management and motivation skills.
DUTIES : The successful candidate will be responsible for the following functions and
include, but not limited to: Renders administrative support services: Ensures
the effective flow of information and documents to and from the office of the
CEO; Ensures the safekeeping of all documentation in the office of the CEO in
line with relevant legislation and policies; Obtains inputs, collates and compiles
reports such as progress reports, monthly reports and management reports;
Scrutinizes routine submissions/reports and make notes and/or
recommendations for the CEO; Responds to enquiries received from internal
and external stakeholders; Drafts documents as required; Does filing of
documents for the CEO where required; Collects, analyses and collates
information requested by the CEO; Clarifies instructions and notes on behalf
of the CEO; Ensures that travel arrangements are well coordinated; Prioritizes
issues in the office of the CEO; Manages the leave forms, leave register and
telephone accounts for the unit; Handles procurement of standard items like
stationery, refreshments etc. for the activities of the CEO; Obtains the
necessary signatures on documents like procurement advices and monthly
salary reports. Provides a secretarial/receptionist support service to the CEO:
Receives telephone calls and refers the calls to the correct role players if not
meant for the CEO; Performs advanced typing work; Operates and ensures
that office equipment, e.g. fax machines and photocopiers are in good working
order; Records the engagements of the CEO; Utilizes discretion regarding
meeting requests – to decide whether to accept/decline or refer to other
employees based on the assessed importance and urgency of the matter;
Coordinates with and sensitizes/advises the CEO regarding engagements;
Compiles realistic schedules of appointments. Provides support to CEO
regarding meetings: Scrutinizes documents to determine
actions/information/other documents required for meetings; Collects and
compiles all necessary documents for the CEO to inform him/her on the
contents; Records minutes/decisions and communicates to relevant roleplayers. Follow-up on the progress made; Prepares briefing notes for the CEO
as required; Coordinates logistical arrangements for meetings when required.
Support the CEO with the administration of the Accounting Officer/ CEO’s
budget: Collects and coordinates all documents that relate to CEO’s budget;
Assists CEO in determining funding requirements for purposes of MTEF
submissions; Keeps record of expenditure commitments, monitors expenditure
and alerts CEO of possible over and underspending; Checks and correlates
BAS reports to ensure that expenditure is allocated correctly; Identifies the
need to move funds between items, consults with the CEO and compiles draft
memos for this purpose; Compares the MTEF allocation with the requested
budget and informs the CEO of changes. Studies the relevant Public Service
and departmental prescripts/policies and other documents to ensure that the
application thereof is understood properly: Remains up to date with regard to
47
prescripts/policies and procedures applicable to his/her work terrain; Remains
abreast with the procedures and processes that apply in the office of the CEO.
ENQUIRIES : Geraldine Turner on 084 093 5765
NOTE : Take note of the requirements regarding a new Z83 effective 1 January 2021
as per the DPSA regulations as well as all other requirements specified in the
footer. Take note of Circular 19 of 2022 regarding the practice note on the Z83
application and completion thereof. The certification of all supporting
documents will be expected of the shortlisted candidates only. Interviews may
be conducted via a virtual medium which will be discussed with each shortlisted
applicant. The applicant should have the necessary data and equipment for
this purpose. Correspondence will only be conducted with the short- listed
candidates. If you have not been contacted within six (6) months after the
closing date of this advertisement, please accept that your application was
unsuccessful. Note: The purpose of the role is to render a secretarial support
service to the CEO in GPAA. One contract position for Personal Assistant is
currently available at the Government Pensions Administration Agency: Office
of the CEO on a 12 months’ contract. Take note that it may be expected of the
shortlisted applicants to undergo competency assessments related to the
position.
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