Personal Assistant

4 weeks ago

Pretoria, South Africa Affirmative Portfolios Full time

**PA (Personal Assistants)**
**Pretoria**
***:
**Deputy Director: Earth Observation**

**Pretoria - R238 456-00pa**

**12 Month Fixed Term Contract**

PURPOSE OF THE POST:
To support the design, development and implementation of policies and programmes that will meet the Earth Observations Data user’s requirements in the implementation of the South African Earth Observation Strategy.

KEY RESPONSIBILITIES:

- Provides a secretarial/receptionist support service to the manager_
- Receive telephone calls in an environment where, in addition to the calls for the senior manager, discretion is required to decide to whom the call should be forwarded. In the process the job incumbent should finalize some enquiries.
- Perform 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 senior manager.
- Utilizes discretion to decide whether to accept/decline or refer 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
- Renders administrative support services_
- Ensures the effective flow of information and documents to and from the office to the manager.
- Ensures the safekeeping of all documentation in the office of the manager in line with the relevant legislation and policies.
- Obtains inputs, collates, and compiles reports, e.g.:

- Progress reports
- Monthly reports
- Management report
- Scrutinizes routines submissions/reports and make notes and/or recommendations for the manager.
- Responds to enquiries received from internal and external stakeholders
- Drafts documents as required.
- Does filing of documents for the manager and the unit where required.
- Collects, analyses, and collates information requested by the manager.
- Clarifies instructions and notes on behalf of the manager
- Ensures that travel arrangements are well coordinated
- Prioritizes issues in the office of the manager
- Manages the leave register and telephone accounts for the unit.
- Handles the procurement of standard items like stationary, refreshments etc for the activities of the manager and the unit.
- Obtains the necessary signatures on documents like procurement advice and monthly salary reports.
- Provides support to manager regarding meetings:_
- Scrutinizes documents to determine actions/information/other documents required for meeting
- Collects and compiles all necessary documents for the manager to inform him/her on the contents
- Records minutes/decisions and communicated to relevant role-players, follow-up on progress made.
- Prepares briefing notes for the manager as required.
- Coordinates logístical arrangements for meetings when required.
- Supports the manager with the administration of the manager’s budget:_
- Collects and coordinates all the documents that relate to the manager’s budget
- Assists manager in determining funding requirements for purposes of MTEF submissions
- Keeps record of expenditure commitments, monitors expenditure and alerts manager of possible over-and under spending.
- Checks and correlates BAS reports to ensure that expenditure is allocated correctly.
- Identifies the need to move funds between items, consults with the manager, and compiles draft memos for this purpose
- Compares the MTEF allocation with the requested budget and informs the manager of changes
- Remains up to date about the prescripts/policies and procedures applicable to his/her work terrain to ensure efficient and effective support to the manager.
- Inherent Requirements of the job_
- Consult the feeder competencies in the draft competency framework for middle managers and determine the skills and competencies required for this job. Please note that the descriptions and definitions should be utilised but that the level of proficiency should be adjusted to fit the level of this job.

**_Minimum requirements_**
- **Secretarial Diploma or equivalent qualification**:

- **3-5 Years’ experience in rendering a support service to senior management.**:

- **Language skills and the availability to communicate well with the people at various levels and from different backgrounds.**:

- **Good telephone etiquette**:

- **Computer literacy**:

- **Sound organisational skills**:

- **Good people skills**:

- **High-level of reliability**:

- **Written communication skills.**:

- **Ability to act with tact and discretion.**:

- **Ability to do research and analyse documents and situations.**:

- **Good grooming and presentation**:

- **Self-Management and motivation**:

- **Knowledge on the relevant legislation/policies/prescripts and procedures**:

- **Basic knowledge and financial administration

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