Personal Assistant: Office Of The Cfo

Requirements

A Secretarial Diploma (NQF 6) or equivalent qualification. Three (3) years’ experience in rendering a support service to senior management. Skills and Attributes: Knowledge of relevant legislation / policies / prescripts and procedures. Basic knowledge of financial administration. Computer literate. Basic written and communication skills. High level of reliability. Sound organisational skills. Good telephone etiquette. Language skills and the ability to communicate with people at different levels and different backgrounds. Ability to act with tact and discretion. Good grooming and presentation. Self- management and motivation.

Key Responsibilities

The successful candidate will be responsible for receiving 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; performing advanced typing work; operating and ensuring that office equipment are in good working order; recording engagements of the senior manager; utilising discretion to decide whether to accept/ decline or refer to other employees requests for meetings, based on the assessed importance and urgency of the matter; coordinating with and sensitising/advising the manager regarding engagements; compiling realistic schedules of appointments; ensuring the effective flow of information and documents to and from the office of the manager; ensuring the safekeeping of all documentation in the office of the manager in line with relevant legislation and policies; scrutinising routine submissions / reports and making notes and/or recommendations for the manager; responding to enquiries received from internal and external stakeholders; drafting documents as required; filling of documents for the manager and the unit where required; collecting, analysing and collating information requested by the manager; clarifying instructions and notes on behalf of the manager; ensuring that travel arrangements are well coordinated; prioritising issues in the office of the manager; managing the leave register and telephone accounts for the unit; handling the procurement of standard items like stationery, refreshments, etc., for the activities of the manager and the unit; obtaining the necessary signatures on documents like procurement advice and monthly salary reports; scrutinising documents to determine actions / information / other documents required for meetings; collecting and compiling all necessary documents for the manager to inform him/her on the content; recording minutes/decisions and communicating to relevant role-players, following up on progress made; preparing briefing notes for the manager as required; collecting and coordinating all documents that relate to the manager’s budget; assisting the manager in determining funding requirements for purposes of MTEF submissions; keeping record of expenditure commitments, monitoring expenditure, and alerting the manager of possible over- and underspending; checking and correlating BAS reports to ensure that expenditure is allocated correctly; identifying the need to move funds between items, consults with the manager, and compiling draft memos for this purpose; comparing the MTEF allocation with the requested budget and informing the manager of changes; supervising human resources/ staff; remaining up to date with regard to the prescripts/policies and procedures applicable to work terrain to ensure efficient and effective support to the manager; remaining abreast with the procedures and processes that apply in the office of the manager.

How to Apply

Enquiries

Notes

EE: Coloured and White candidates, Youth as well as People living with disabilities are encouraged to apply. 99