PERSONAL ASSISTANT

PROVINCIAL ADMINISTRATION: EASTERN CAPE
DEPARTMENT OF TRANSPORT
The Department of Transport in the Eastern Cape is an equal opportunity, affirmative action employer.
Females and disabled persons are encouraged to apply. Employment Equity targets of the Department
will be adhered to.
APPLICATIONS : Please take note, NO hand delivered applications will be allowed due to COVID
19. Applicants can apply online using www.ecprov.gov.za through Erecruitment system. Applicants can also use the following email to forward their
applications and quote the reference number of the post and the center where
the post is located on the subject of the email.
Recruitment@ectransport.gov.za.
CLOSING DATE : 18 September 2020
NOTE : Applications must be submitted on a Z83 Form, obtainable from any Public
Service department or on the internet at
http://www.info.gov.za/documents/forms/employ.pdf which must be signed (an
unsigned Z83 form will disqualify an application) and should be accompanied
by a recently updated, comprehensive CV as well as certified copies of all
qualification(s) [Matric certificate must also be attached] and ID-document and
Driver’s license [where applicable]. Non-RSA Citizens/Permanent Resident
Permit Holders must attach a copy of his/her Permanent Residence Permit to
his/her application. Should you be in possession of a foreign qualification, it
must be accompanied by an evaluation certificate from the South African
Qualification Authority (SAQA). Failure to submit all the requested documents
will result in the application not being considered. Correspondence will be
limited to short-listed candidates only. If you have not been contacted within
three (3) months after the closing date of this advertisement, please accept that
your application was unsuccessful. Suitable candidates will be subjected to a
personnel suitability check (criminal record check, citizenship verification,
financial/asset record check, qualification/study verification and previous
employment verification). Successful candidates will also be subjected to
security clearance processes. Where applicable, candidates will be subjected
to a skills/knowledge test. Successful candidates will be appointed on a
probation period of twelve (12) months. The Department reserves the right not
to make appointment(s) to the advertised post(s). Persons with disability and
women are encouraged to apply. For SMS posts all shortlisted candidates will
be subjected to a technical exercise that intends to test relevant technical
elements of the job. The selection panel will recommend candidates to attend
a generic Managerial competency assessment in compliance with the DPSA
Directive on the implementation of competency based assessment. The
department welcomes applications from all racial groups. However in making
appointments preference for these posts will be given to the designated groups
in pursuit of departmental EE targets. Woman and people with disability are
encouraged to apply. In terms of DPSA Directive for SMS appointments,
applicants are required to produce or attach a pre-entry Ce rtificate for entry
into the SMS posts and the full details can be sourced by following the
link:https://www.thensg.gov.za/training-course/sms-pre-entry-programme/.To
Obtain More Information on Requirements And Functions: visit
www.ecprov.gov.za or www.dpsa.gov.za or www.ectransport.gov.za

OTHER POSTS: PROJECT COORDINATOR: INNOVATION AND EMPOWERMENT (CBP)

POST 21/352 : PERSONAL ASSISTANT REF NO: DOT 92/08/2020)
SALARY : R257 508 – R303 339 per annum (Level 07)
CENTRE : Head Office (Transport Regulation)
REQUIREMENTS : National Senior Certificate, National Diploma (NQF level 6) Secretarial
Diploma/Office Management and Technology. 1-2 years’ experience in
rendering a support service to Senior Management. Knowledge: Knowledge
on the relevant legislation/ policies/ prescripts and procedures. Basic
knowledge of financial administration. Language skills and the ability to
communicate well with people at different levels and from different
backgrounds. Good telephone etiquette. Computer literacy. Sound
organizational skills. Good people skills. High level of reliability. Written
communication skills. Ability to act with tact and discretion. Ability to do
research and analyze documents and situations. Good grooming and
presentation. Self-management and motivation.
DUTIES : Provides a secretarial/ receptionist support service to the manager. Receives
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 to other employee’s 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 of the
manager. Ensures the safekeeping of all documentation in the office of the
manager in line with relevant legislation and policies. Obtain inputs, collates
and compiles reports, e.g.: Progress reports Monthly reports Management
reports Scrutinizes routine submissions/ reports and make noted and/ or
recommendations for the manager. Responds to enquiries received from
internal and external stakeholders. Drafts documents as required. Does filling
of documents for the manager and the unit where required. Collects, analyzes
and collates information requested by the manager. Clarifies instructions and
notes on behalf of the manager. Ensures that travel arrangements are well
coordinated. Prioritize 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 advices and monthly salary reports. Provides support to manager
regarding meetings: Scrutinizes documents to determine actions/ information/
other documents required for meetings. Collects and compiles all necessary
documents for the manager to inform him/ her on the contents. Records
minutes/ decisions and communicates to relevant role players, follow-up on
progress made. Prepares briefing notes for the manager as required.
Coordinates logistical 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. Studies the
relevant Public Service and departmental prescripts/ policies and other
documents and ensure that the application thereof is understood properly.
Remains up to date with regard to the prescripts/ policies and procedures
applicable to his/ her work terrain to ensure efficient and effective support to
the manager. Remains abreast with the procedures and processes that apply
in the office of the manager.
ENQUIRIES : Can be directed to Mr M.L Ngcobo/Mrs N. Nyamakazi Tel No: (043) 604
7455/7458

Image: Pixabay

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