Department of Agriculture, Land Reform and Rural Development
OFFICE ASSISTANT REF NO: 3/2/1/2022/695
Chief Directorate: Provincial Office
Re-advertisement, applicants who applied previously are encouraged to re-apply.
SALARY : R269 214 per annum (Level 07)
CENTRE : KwaZulu Natal (Pietermaritzburg)
REQUIREMENTS : Applicants must be in possession of a Grade 12 Certificate and a National Diploma in Office Technology and Management / Public Administration / Public Management. Minimum of 1-year experience in rendering secretarial and support services to senior management.
Job related knowledge: Government systems and structures. Understanding of the management information and formal reporting system. Professional office etiquette. Knowledge of office administration.
Job related skills: Good interpersonal skills. Communication skills (verbal and written). Organisational and planning skills. Good reporting skills. Computer literacy. Good interpersonal relations skills. Ability to take initiative and work independently. Ability to maintain confidentiality.
DUTIES : Render the administration, secretarial and support services to the Chief Director. Receive and screen incoming calls on behalf of the Chief Director and take messages when required. Develop and update contact database. Mailing, faxing, photocopying and typing. Arrangement of meetings, taking of minutes and provision of meals. Attend to all logistical arrangements for the Chief Director. Ensure that Official Flight, Transport and Accommodation Request (OFTAR) and Departmental Official Transport Request (DOTR) are completed and approved. Compile and submit Subsistence and Transport and Senior Management Services claims for the Chief Director. Purchasing of stationery, office equipment and catering. Process all incoming and outgoing correspondences. Receiving calls and transferring to the Chief Director. Referrals of incoming and outgoing mails to relevant officials (emails, sms and telephone). Recording and tracking enquiries (Presidential hotlines, Ministerial tasks and Parliamentary questions). Manage the diary for the Chief Directorate. Arrange and coordinate meetings on behalf of the Chief Director (workshops, shortlisting’s, Interviews, Monthly management and staff meetings). Circulation of invitation for the Chief Director meetings. Making appointments for internal and external clients. Receiving attending walk-in clients and other stakeholders. Send meeting reminders. Draft memos, letters and reports. Type / draft letters to stakeholders, memorandums (petty cash, stationary, office equipment: laptops, toner). Record minutes / decisions from meetings and communicates with relevant role-players. Use a tape recorder in recording minutes. Provide secretariat services for committees and forums. Provide support with regards to the management and coordination of the implementation of executive decisions. Develop, implement and monitor a tracking system for executive decisions emanating from the office of the Chief Director and track the implementation thereof.
ENQUIRIES : Mr N Mndaweni Tel No: (033) 355 4300
APPLICATIONS : Applications can be submitted by post to: Private Bag X9132, Pietermaritzburg, 3200 or hand delivered to: 1st Floor, 270 Jabu Ndlovu Street, Pietermaritzburg, 3200.
NOTE : African, Coloured, Indian and White Males and African, Coloured, Indian and White Females and Persons with disabilities are encouraged to apply.