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PERSONAL ASSISTANT TO THE DDG - Pretoria

Tasiso Consulting Ltd

PURPOSE OF THE POST To ensure efficient and effective management and coordination of the DDGs responsibilities. DESCRIPTION OF TASKS NO Key result areas Activities Result indicators 1 Secretarial Support Plan, organise and co-ordinate the DDG’s schedule Schedule meetings and liaise with the individuals to find a mutually suitable Date for the appointments. Negotiate changes of dates and venues with individuals and organisations to optimise the utilisation of the DDG Screen all calls of the DDG Respond to enquiries by proving the Required information Efficient and effective management and coordination of the DDG’s responsibilities and core activities in line with schedule Well managed diary and no appointment clashes or congestion of the programme in order to allow for flexibility & to cater for unforeseen eventualities All calls diverted to appropriate person All enquiries addressed to the DDG attended to 2 Office Administration and Coordination Draft memos from the office of the DDG’s office attaching all relevant documentation, specifying required action, and facilitate processes connected therewith Provide secretariat for Programme Meetings Compile and coordinates documentation for meetings as required Documents available within timeframes to relevant person Well edited and signed minutes of the meetings All documents are according to the Approved prescribed format and of required quality standards 3 Logistical Support Arrange travelling and accommodation for DDG Arrange for payment of advances and calculations of S&T expenditure for the DDG Process petty cash requests and Related procurements All travel arrangements of the DDG arranged within reasonable time frames Advances and S&T expenditure approved before departure of the DDG Petty cash and related procurement approved and Processed 4 Events coordination/ Management Maintain calendar of events Coordinating arrangements for workshops, conferences and other functions Liaise with stakeholders on the planned events Well-coordinated events 5 Documents and records Management Manage the document tracking system in the Programme Keep records of all documents for the sub programme Manage the document tracking system in the Programme Updated document tracking Spreadsheet All records kept in a safe for future use Updated document tracking spreadsheet COMPETENCY REQUIREMENTS Knowledge Knowledge of departmental policies Knowledge of applicable protocols Treasury regulations PFMA Knowledge of Public Services Regulations Skills Good computer skills (MS Word, Excel, PowerPoint, internet and email) Good Communications Skills Strong negotiation skills Diplomatic Project management skills Administrative skills Events Coordination General Office Administration Document and File Management Organising skills Personal attributes Client focus and result orientated Excellent interpersonal Relations Proactive Ability to work with and in teams Ability to multi task Experience Minimum of 3 years’ experience in secretarial or administration functions at supervisory level. LEARNING INDICATORS/QUALIFICATIONS An NQF level 7 qualification in Office Management or Public Administration or related Apply Now
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