Personal Assistant

Requirements

• A Secretarial Diploma or equivalent qualification.
• Three (3) to five (5) years ‘experience in rendering a support service to Senior Management.
• Excellent computer literacy skills.
• Advanced proficiency in Microsoft Office suite.
• Good office management skills and knowledge of administrative procedures.
• Sound organisational skills.
• Good people skills.
• High level of reliability.
• Ability to act with tact and discretion.
• Ability to research and analyse documents and situations.
• Good grooming and presentation skills.
• Self-management and motivation.
• Knowledge of dispute resolution process.
• Knowledge of basic financial management.
• People and Diversity management.
• Problem solving and Analysis.
• The successful candidate must be highly reliable, self-motivated, flexible, creative, client and customer focused.
• Remains up to date regarding the prescripts, policies and procedures applicable to her / his work terrain to ensure efficient and effective support to the manager.
• Excellent communication skills (verbal and written).
• Good accountability and ethical conduct.

Duties

• Provide a secretarial / receptionist support service to the manager.
• Implement administrative procedures for the component.
• Receive telephone calls and visitors on behalf of the manager.
• Implement policies and procedures.
• Engage supplier regarding purchased materials.
• Develop implementation plan.
• Ensure that financial procedures are observed in the section.
• Compile monthly reports and present to the managers.
• Do early warning systems.
• Liaise with travel agencies to make travel arrangements for the DDG office.
• Arrange meetings and events for the manager and staff in the unit.
• Process all invoices that emanate from the activities of the work of the manager including the travel and subsistence claims for the unit.
• Draft routine correspondence and reports including records of basic minutes of the meetings of the manager where required.
• Administer matters like leave registers and telephone accounts and proper filing of documents.
• Receive, record and distribute all incoming and outgoing documents.
• Collect all relevant documents to enable the manager to prepare for meetings.
• Provide feedback on identified administrative gaps.
• Provide records on goods and services procured and handle all the procurement items for the office.

How to apply

New to the Z83 form? Read the application guide.

Enquiries

Notes from the department

• Interested applicants must submit their applications via the online link https://erecruitment.dws.gov.za Other related documentation such as copies of qualifications, identity document, driver’s license etc need not to accompany the application when applying for a post as such documentation must only be produced by shortlisted candidates during the interview date in line with DPSA circular 19 of 2022.
• With reference to applicants bearing professional or occupational registration, fields provided in Part B on the online Z83 must be completed as these fields are regarded as compulsory.
• Failure to complete or disclose all required information will automatically disqualify the applicant.
• No late applications will be accepted.
• Shortlisted candidates will be subjected to suitability checks (SAQA verification, reference checks criminal and credit checks).
• SAQA evaluation certificate must accompany foreign qualifications (only when shortlisted).
• Applications that do not comply with the above- mentioned requirements will not be considered.
• All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview.
• Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity and a pre-entry certificate obtained from the National School of government is required prior to the appointment.
• All shortlisted candidates, including the SMS, shall undertake two pre-entry assessments.
• One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment.
• Candidates will be required to complete a financial disclosure form and undergo security clearance.
• Foreigners or dual citizenship holders must provide a police clearance certificate from country of origin (only when shortlisted).
• The Department of Water Sanitation is an equal opportunity employer.
• In the filling of vacant posts, the objectives of section 195 (1) (i) of the Constitution of South Africa, 1996 (Act No:
• 108 of 1996) the Employment Equity imperatives as defined by the Employment Equity Act, 1998 (Act No:
• 55 of 1998) and relevant Human Resources policies of the Department will be taken into consideration.
• Correspondence will be limited to short-listed candidates only.
• If you do not hear from us within three (3) months of this advertisement, please accept that your application has been unsuccessful.
• Faxed applications will not be considered.
• The department reserves the right not to fill these positions.
• Women and persons with disabilities are encouraged to apply and preference will be given to the EE Targets.