Vacancy Details

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Job Summary

Post

Reference No.

Branch

Directorate

Salary

Center

Post level

Application Closing Date

Enquiries

Requirements and Expectations

Requirements

A secretarial diploma or relevant qualification.  Three (3) to five (5) years of experience in rendering support services to senior management. The disclosure of a valid, unexpired driver's license.  Excellent computer literacy skills.  Advanced proficiency in the Microsoft Office suite.  Good office management skills (document tracking, storage, and retrieval system).  Sound organizational skills.  High level of reliability.  Ability to act with tact and discretion.  Ability to research and analyze documents and situations.  Good grooming and presentation skills.  Self-management and motivation.  Knowledge of the dispute resolution process.  Knowledge of basic financial management and knowledge of relevant legislation skills.  The successful candidate must be highly reliable, self-motivated, flexible, creative, client-focused, and quality-oriented.  Excellent communication skills, both verbal and written.  Good accountability and ethical conduct.

Duties

Provide personal assistance, including a secretarial support service, to the Office of the Chief Executive.  Rendering administrative support services.  Providing support to the Chief Executive Officer regarding meetings.  Supporting the Chief Executive Officer with the administration of the budget of the office.  Operates and ensures that office equipment, e.g., computer systems and photocopiers, is in good working order. Perform advanced typing work.  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.  Coordinates with and sensitizes/advises the manager regarding engagements.  Compiles realistic schedules of appointments.  Ensure the effective flow of information and documents to and from the office of the manager.  Ensure the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies.  Obtain inputs and collate reports, e.g., progress reports, monthly reports, and management’s reports.  Scrutinize routine submissions/reports and make notes and/or recommendations for the manager. Draft documents as required.  Do filing of documents for the manager and the unit where required. Collects, analyzes, and collates information requested by the manager. Clarifies instructions and notes on behalf of the manager.  Prioritize issues in the office of the manager.  Manages the leave register and the telephone accounts for the unit. Handle the procurement of standard items like stationery, refreshments, etc. Scrutinize documents to determine actions/information/other documents required for meetings. Collects and compiles all necessary documents for the manager to inform the manager on the contents.  Record minutes/decisions and communicate to relevant role players, and follow up on the progress made.  Prepare briefing notes for the manager as required. Coordinate logistical arrangements for meetings as required.  Collect and coordinate all documents that relate to the manager’s budget.  Keep a record of expenditure commitments, monitor expenditure, and alert the manager of possible over- and underspending. Acquaintance with the relevant public services and departmental prescripts or policies and other documents.  Remain up-to-date with regard to the prescripts/policies and procedures applicable to the manager to ensure efficient and effective support.