Secretary, Office of the Directors - Pretoria

About the role

The Office of the Directors in Pretoria is looking for a secretary to provide secretarial support to the Director(s). The position is paid R189 900 per annum and is offered on a 12-month fixed-term contract.

Key responsibilities

• Answer telephone calls and refer them to the right people, record appointments and events in the Director's diary, and type documents for the Director and other staff.
• Operate office equipment such as photocopiers and provide secretariat support for meetings (minutes, agenda).
• Format submissions, memos and other documents, draft standard responses, and maintain the workflow and filing system electronically and manually.
• Respond to queries, track progress of actions, issue reminders and give feedback to the Directors.
• Ensure policies and procedures are followed for outgoing and incoming submissions, prepare meeting packs, and organise Directorate meetings including logistics; support the Director with external meetings (excluding sub-directorate project meetings).
• Coordinate submission of strategic and operational reports such as PMDS, annual reports, strategic plans and audit reports.
• Arrange travel and accommodation through travel agencies, organise meetings and events, and process travel and subsistence claims.
• Receive monthly expenditure from Finance, capture expenses in the commitment register, process procurement requests and payment advice, and manage petty cash.

Required profile

• Grade 12 Senior Certificate (NQF 4).
• Experience in a similar environment is advantageous.
• Knowledge of department policies and procedures, office administration, public service regulations and basic knowledge of the Public Finance Management Act.
• Interpersonal skills, initiative, ability to work in teams, tact and discretion, reliability, and the ability to multitask.

Required skills

• Administrative skills, document and file management, planning and organising.
• Minutes taking and events coordination.
• Computer skills: MS Word, Excel, PowerPoint, internet and email.