DEPARTMENT OF HIGHER EDUCATION AND TRAINING – ADMINISTRATIVE ASSISTANT X3
APPLICATIONS : DHET invites applicants to apply online on the New Z83 form by accessing the
Departmental Website (click the ‘apply now’ button) or
http://z83.ngnscan.co.za/apply and follow the easy prompts/instructions.
Upload the supporting documents namely, (1) a comprehensive CV, and (2)
copies of all qualifications (including matriculation), identity document, valid
driver’s licence, and any other document (where required).
CLOSING DATE : 07 July 2023
NOTE : A fully completed and signed Z83 form and a detailed Curriculum Vitae will be
considered. A user guide and ‘how to’ videos will assist in how to compete for
the form and digital signature. Only shortlisted candidates will be required to
submit certified documents/copies of qualifications and other relevant
documents to support the application on or before the day of the interviews. It
is the applicant’s responsibility to have foreign qualifications evaluated by the
South African Qualification Authority (SAQA). Candidates whose appointments
promote representativity in terms of race, gender, and disability will receive
preference. All shortlisted candidates for SMS posts will be subjected to a
technical exercise that intends to test relevant technical elements of the job,
the logistics of which will be communicated by the Department. The successful
candidate(s) will be required to undergo a Competency Assessment. One of
the minimum entry requirements for the SMS position is the Pre-entry
Certificate. No appointment will occur without successfully completing the preentry certificate and submission thereof. For more details on the pre-entry
course visit: https://www.thensg.gov.za/training-course/sms-pre-entryprogramme/. The candidate(s) will be required to sign an annual performance
agreement, disclose his/her financial interests, and be subjected to security
clearance. If you have not been contacted within three (3) months of the closing
date of this advertisement, please accept that your application was
unsuccessful. Suitable candidates will be subjected to personnel suitability
checks (criminal record check, citizenship verification, qualification/study
verification, and previous employment verification). Applications received after
the closing date will not be considered. “DHET is committed to providing equal
opportunities and practising affirmative action. The appointment will be done in
line with the approved Employment Equity Plan. Persons with disability are
encouraged to apply. It is our intention to promote representativity in terms of
(race, gender, and disability) in the organisation.
POST: ADMINISTRATIVE ASSISTANT: SKILLS DEVELOPMENT
IMPLEMENTATION REF NO: DHET132/05/2023
Branch: Skills Development
Component: National Skills Fund
Directorate: Regional Skills Development Implementation
SALARY : R294 321 per annum (Level 07)
CENTRE : Pretoria
REQUIREMENTS : An appropriate bachelor’s degree/national diploma (NQF level 6) in Office
Management/ Public Management/Administration. A minimum of one (1) to two
(2) years’ working experience in rendering administrative and secretarial
support to Senior Manager. Good interpersonal and communication skills
to interface with people from diverse backgrounds. The candidate should
be conversant with the public service delivery and management issues.
Skills Development Act, Skills Development Levies Act, National Skills
Development Strategy, Public Financial Management Act, South African
Qualification Authority Act, and National Qualification Framework.
Reasonable experience in using computer applications MS Word, Excel,
PowerPoint, and Outlook. Good organizational and basic events
management skills. Ability to create and manage databases, presentations,
and financial management.
DUTIES : The successful candidate will be responsible for the following duties: Diary
management by scheduling appointments and maintaining an electronic
diary. Ensure that legislative dates are documented in the diary and that
constant reminders are sent out to ensure compliance with due dates.
Coordinate business travel and accommodation as required. Plan, prepare
timeously relevant documentation for meetings and arrange venues and
refreshments as required and record proceedings of the meetings. Record
messages in detail and convey them promptly to the Chief Director. Prioritise
work received from the Chief Director. Type correspondence, reports,
minutes, presentations, spreadsheets and related materials from Dictaphone
or handwritten notes. This involves working on Word, Excel, and PowerPoint.
Plan, prepare for and record the proceedings of meetings. Prepare
documents and distribute information or documents as required by the Chief
Director in hard copy or electronically e.g., prepare the distribution of packs
for meetings. Source information as required by the Chief Director. Receive
and register incoming mail and documents and distribute them in the Chief
Directorate as required. Stock control of office stationery. Perform
administrative tasks related to expense claims. Make photocopies, scan
documents, files documents electronically in a logical order and receive or
send facsimiles. Maintain an appropriate filing system for the Chief Director.
Ensure all files are always readily accessible and retrievable. Maintain a
pending system to diarise documents for future action. Register the
movement and file all documents that are entering or leaving the offices of
the Chief Director. Track and follow up on documents that were sent from the
Chief Director that require action or approval. Perform other administrative
duties.
ENQUIRIES : Mr R Kgare Tel No: (012) 312 5442 / Ms N Liwane Tel No: (012) 312 6365 / Mr
D Moyane Tel No: (012) 943 3105
POST : ADMINISTRATIVE ASSISTANT REF NO: DHET133/05/2023
Branch: Skills Development
Component: National Skills Fund
Directorate: Human Resouces Management and Development
SALARY : R294 321 annum (Level 07)
CENTRE : Pretoria
REQUIREMENTS : An appropriate bachelor’s degree/national diploma (NQF Level 6) in office
management or Human Resources Management/Public Administration/
Management and or related qualification. A minimum of one (1) to 2 (two) years
of relevant experience in office management and administration within a
Human Resource Management and Development environment. Knowledge
and understanding of applicable HR legislation and procedures. Good planning
and organising skills, interpersonal and decision-making skills. Good written
and verbal communication skills. Good computer literacy (MS Word and Excel).
DUTIES : The successful candidate will perform the following duties: Schedule
appointments and maintain an electronic diary. Ensure that legislative and/ or
other important dates are documented in the diary and that constant reminders
are sent out to ensure compliance with due dates. Coordinate business travel
and accommodation as required. Plan, prepare, timeously relevant
documentation for meetings and arrange venues and refreshments as required
and record proceedings of meetings. Record messages in detail and convey
them promptly to the Human Resources Directorate. Prioritise work received
from the Human Resources Directorate. Type correspondence, reports,
minutes, presentations spreadsheets and related material from proceedings or
handwritten notes. This involves working on Word, Excel, and PowerPoint.
Plan, prepare for and proceed with meetings. Prepare documents and
distribute information/ documents as requested by the Human Resources
Directorate in hard copy or electronically e.g., prepare distribution packs for
meetings. Source information as requested by the Human Resources
Directorate. Receive and register incoming mail and documents and distribute
them within the Human Resources Directorate as required. Stock control of
office stationery. Perform administrative tasks related to expense claims. Make
photocopies, scan, documents, and file documents electronically in a logical
order. Maintain an appropriate filling system (manual and computerised) for the
Directorate. Ensure all files are always readily accessible and retrievable.
Maintain a pending system to diarise documents for future action. Register the
movement and file all documents that are entering or leaving the offices of the
Directorate. Track and follow up on documents that are entering or leaving the
offices of the Directorate. Track and follow up on documents that were sent
from the Directorate that require action or approval. Perform other
administrative support functions.
ENQUIRIES : Mr R Kgare Tel No: (012) 312 5442 / Ms N Liwane Tel No: (012) 312 6365 / Mr
D Moyane Tel No: (012) 943 3105
POST: ADMINISTRATION ASSISTANT: INITIATION AND EVALUATION REF NO:
DHET135/05/2023
Branch: National Skills Fund
Chief Directorate: Skills Development Implementation
Directorate: Initiation and Evaluation
SALARY : R294 321 per annum (Level 07)
CENTRE : Pretoria
REQUIREMENTS : An appropriate bachelor’s degree/national diploma (NQF Level 6) in
Administration/Management/Project Management/ Information Technology. A
minimum of one (1) to two (2) years working experience in projects
‘environment and/or office/secretariat/administration function; Candidates that
have experience in secretarial/administration function in large projects,
portfolios of projects and/or programmes in the private or public sector will have
an added advantage. Good knowledge of the Post-School Education and
Training system will also be an added advantage. This is an administrative
position in a core functional area that requires a dynamic individual with proven
administrative and people management capabilities. The candidate must be a
strong communicator with the ability to interact with a wide range of
stakeholders. Further skills requirements relate to technical proficiency,
information management, administrative organizing, problem-solving and
analysis, report writing, minutes writing, marketing and communication,
knowledge management, quality management, budgeting and financial
management, human resource management, change management and
stakeholder engagement and management. The incumbent must be clientorientated, customer-focused, responsive and be able to perform under
pressure and in a team environment. Good computer skills. Candidates must
be willing to travel the country extensively, work irregular hours and be
committed to meeting deadlines within tight timeframes. A valid driver’s license.
DUTIES : Support the Initiation and Evaluation Directorate in all related committees
within the NSF/DHET and documents maintained effectively and efficiently;
Provide administrative support with regard to the secretariat function; Plan all
the logistical arrangements of committee meetings including venues, travel,
accommodation, meals and S&T claims where necessary; Distribute meeting
minutes and documents to the relevant stakeholders; Collect and collate
information from stakeholders; Prepare and distribute meeting
packs/documents to relevant stakeholders timeously. Provide
administrative/secretarial support and leadership to the
Administrative/secretariat function; administer and liaise with all secretariat
officials within NSF and the Department, Prepare quality committee packs in
advance and update them timeously; Take meeting minutes and distribute to
committee members timeously; Make follow up on issues that came out of the
meetings and as required; Prepare reports, presentations and spreadsheets;
Maintain good filing system, All required documents and information related to
the committees in the portfolio are submitted for knowledge management
purposes; Engage stakeholders on daily basis; receipt, logging and evaluation
of applications for solicited and unsolicited projects; provide administrative
services during the Request for Proposal (RFP) process for solicited projects;
effectively report on unsolicited applications in the various stages of the project
initiation process; Provide administrative support when managers perform,
manage and report on administrative compliance, technical evaluation and due
diligence on solicited and unsolicited received project applications; provide
administrative support during the review of due diligence/research conducted
on applicants for solicited and unsolicited projects; check the accuracy of the
information received from applicants; Prepare draft Memorandum of
Understanding/Agreement(MoU/MoA) or Service Level Agreements(SLAs) for
service providers; assist to verify alignment of final implementation
plan/business plan of the approved project versus the approved project budget.
Prepare reports and packs for the Committees; Manage and coordinate the
preparation of committees’ meetings. Administer administrative duties to the
Committees- including the taking of meeting minutes; Prepare
submissions/memorandum for Executive Officer (EO), Director General (DG)
and other relevant stakeholders. Assist in administering the initiation change
request related to approving projects through the applicable change request
process. Timely submit reports and make presentations as required. Ensure
that all documentation and information related to projects and programmes
initiation and evaluation are submitted for knowledge management purposes;
Manage and engage with internal/external stakeholders relevant to the
initiation and evaluation of projects; Actively participate in relevant structures
and platforms that are relevant for effective skills development implementation;
Manage staff under his / her supervision; Provide feedback and advice
regarding administrative activities to the Director; Participate as an active
member of the directorate team.
ENQUIRIES : Mr R Kgare Tel No: (012) 312 5442 / Ms N Liwane Tel No: (012) 312 6365 / Mr
D Moyane Tel No: (012) 943 3105