PERSONAL ASSISTANT: OFFICE OF THE GM CRM Job Vacancy

Full Time Government Pensions Administration Agency in National Government
  • Post Date: Jul 22, 2022
  • Apply Before : Aug 5, 2022
  • View(s) 0

Job Details

  • Offered Salary R261 372 per annum (Level 07), (basic salary)
  • Qualifications Diploma
  • Industry Business, finance and economy
  • Reference REF NO: PA/GM_CRM/2022/07-1P
  • Centre Pretoria
  • Enquiries
    Ms Geraldine Turner on Tel No: 084 093 5765 or Felicia Mahlaba on Tel No: 012 3191455
  • Where to submit application
    It is mandatory to email your application (comprehensive CV and new Z83 signed) to [email protected] quoting the reference number in the subject heading of the email.
  • Notes
    Take note of the requirements regarding a new Z83 effective 1 January 2021 as per the DPSA regulations as well as all other requirements specified in the footer. Take note of Circular 19 of 2022 regarding the practice note on the Z83 application and completion thereof. The certification of all supporting documents will be expected of the shortlisted candidates only. Interviews may be conducted via a virtual medium which will be discussed with each shortlisted applicant. The applicant should have the necessary data and equipment for this purpose. Correspondence will only be conducted with the short-listed candidates. If you have not been contacted within six (6) months after the closing date of this advertisement, please accept that your application was unsuccessful. The purpose of the role is: to render a secretarial support service to the office of the GM: CRM. One permanent position for Personal Assistant is currently available at the Government Pensions Administration Agency: Office of the General Manager CRM.

Job Description

REQUIREMENTS: An appropriate three-year National Diploma/Degree or equivalent three-year qualification (at least 360 credits) coupled with three (3) years’ experience in rendering support services to senior management. Proven experience in compiling memos and minute taking. Knowledge and experience of the MS Office package, specifically relating to word processing, Outlook, PowerPoint and Excel. Knowledge of Office Administration. Knowledge of Public Service and departmental Prescripts and Legislations. Knowledge of Financial Administration (budgeting). Ability to conduct research and analyze documents and situations. Keep abreast with procedures and processes within the Office of the GM. Excellent verbal and written communication skills. Ability to communicate at all levels. Good telephone etiquette. Ability to act with tact and discretion. High level of reliability. Good interpersonal relations. Adhering to business ethics. Above average organising skills. Good grooming and presentable. Self-management and motivation skills. DUTIES: The successful candidate will be responsible for the following functions, and include but not limited to: Renders administrative support services: Ensures the effective flow of information and documents to and from the office of the GM. Ensures the safekeeping of all documentation in the office of the GM in line with relevant legislation and policies. Obtains inputs, collates and compiles reports such as progress reports, monthly reports and management reports. Scrutinizes routine submissions/reports and make notes and/or recommendations for the GM. Responds to enquiries received from internal and external stakeholders. Drafts documents as required. Does filing of documents for the GM where required. Collects, analyses and collates information requested by the GM. Clarifies instructions and notes on behalf of the GM. Ensures that travel arrangements are well coordinated. Prioritizes issues in the office of the GM. Manages the leave forms, leave register and telephone accounts for the unit. Handles procurement of standard items like stationery, refreshments etc. for the activities of the GM. Obtains the necessary signatures on documents like procurement advices and monthly salary reports. Provides a secretarial/receptionist support service to the GM: Receives telephone calls and refers the calls to the correct role players if not meant for the GM. Performs 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 GM. Utilizes discretion regarding meeting request – to decide whether to accept/decline or refer to other employees based on the assessed importance and urgency of the matter. Coordinates with and sensitizes/advises the GM regarding engagements. Compiles realistic schedules of appointments. Provides support to GM regarding meetings: Scrutinizes documents to determine actions/information/other documents required for meetings. Collects and compiles all necessary documents for the GM to inform him/her on the contents. Records minutes/decisions and communicates to relevant role-players. Follow-up on the progress made. Prepares briefing notes for the GM as required. Coordinates logistical arrangements for meetings when required. Support the GM with the administration of the Accounting Officer/ GM’s budget: Collects and coordinates all documents that relate to GM’s budget. Assists GM in determining funding requirements for purposes of MTEF submissions. Keeps record of expenditure commitments, monitors expenditure and alerts GM of possible over and underspending. Checks and correlates BAS reports to ensure that expenditure is allocated correctly. Identifies the need to move funds between items, consults with the GM and compiles draft memos for this purpose. Compares the MTEF allocation with the requested budget and informs the GM of changes. Studies the relevant Public Service and departmental

Government Pensions Administration Agency
The Application deadline closed.

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