Minimum Requirements :
Bachelor of Arts degree / National Diploma in Business/Public Administration/Public Management/Office Management or an equivalent and relevant qualification at NQF level 6 as recognised by SAQA
A minimum of five (5) years’ experience in Office administration or rendering administrative or secretarial support and logistical arrangements service in a high level office
Must have experience of working in a legal environment
Experience in public sector environment is preferred
Be able to write minutes, follow-up on tasks, coordinate secretaries/admin staff for synergy of programming, Lead programming
Must be proficient in MS Office, computer skills and knowledge of office software packages
Ensure the security, integrity and confidentiality of data and to safeguard all other PPSA records within the Private Office.
Contribute and assist in the design and implementation of office policies and procedures
Experience in dealing with state/formal functions / visits preferred
A valid driver’s license is essential or obtain it within the first (1st) six months of employment
Competencies and skills :
Computer literacy, specifically Office 365 Excellent communication skills both written and verbal
knowledge of office management responsibilities, systems and procedures
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills;
Analytical skills and pay attention to details
Ability to conduct basic research
Good telephone etiquette
Strong interpersonal and ability to work as part of Private Office team
Demonstrating outstanding ability to correspond with colleagues, internal and external customers
Ability to manage many tasks at once and work against short deadlines
Ability to act independently and in a team
Ability to maintain high ethical standards, showing honesty & fairness in dealing with others and is reliable
Ability to work under pressure and also to work outside of the normal working hours
Experience in dealing with confidential information
Knowledge of Government protocol and processes Planning and organizing skills
Duties :
Administration Support
Receiving calls and taking of messages
Registering documents and keeping safe movement when Registrar is not at her desk
Assist with preparing the venue for meetings
Prepare refreshments for meetings
Performing secretarial and administrative duties by typing memorandum, reports, and letters
Office Management
Participate actively in the planning and execution of PPSA events and activities where the Public Protector attends
Receive and provide hospitality support to all visitors in thePrivate Office
Review and make requisition for sufficient office supplies, stationery, furniture etc and update inventory list regularly
Refreshments coordination
Maintaining comprehensive and accurate records
Travelling administration
Make travel arrangements when PP and her team are travelling Making service arrangements for Private Office fleet Facilitate the signing of invoices from SCM
Perform anyother task as assigned by the Supervisor
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