ADMINISTRATIVE ASSISTANT

The Department of Tourism is an equal opportunity, affirmative action employer. It is our intention to promote representivity (race, gender and disability) in the Department through the filling of these posts.

APPLICATIONS

Applications, quoting the relevant reference number must be forwarded to the attention of Chief Director: HR Management and Development at Department of
Tourism, Private Bag X424, Pretoria, 0001 or hand deliver at Tourism House, 17 Trevenna Road, Sunnyside, Pretoria.

CLOSING DATE : 22 September 2023 at 16:30 (E-mailed, faxed and late applications will not be considered)

NOTE

Applications must be submitted on a duly completed New Z83 form obtainable from any Public Service Department or on the internet at www.dpsa.gov.za/documents.
Applicants are not required to submit copies of qualifications and other relevant documents on application but must submit a fully completed signed Z83 form and
a detailed Curriculum Vitae. Shortlisted candidates will be required to submit certified copies of qualifications and other relevant documents to HR on or before
the day of the interview. It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualifications Authority (SAQA). All
instructions on the application form and this advert must be adhered to. Failure tocomply with these requirements will result in the applicants being disqualified.
Correspondence will be limited to short-listed candidates only. If you have not beencontacted within three months of the closing date of this advertisement, please
accept that your application was unsuccessful. The Department reserves the rightnot to make an appointment. Short-listed candidates will be subjected to preemployment screening and security vetting to determine the suitability of a person for employment. Shortlisted candidates may further be subject to a job-related test.
One of the minimum entry requirements for SMS is the pre-entry certificate submitted prior to appointment. For more details on the pre-entry course visit:
https://www.thensg.gov.za/training-course/sms-pre-entry-programme/. By applying for this post, you are consenting to the Department of Tourism processing your personal information subject to POPIA.

POST 32/78 : ADMINISTRATIVE ASSISTANT REF NO: DT 40/2023
SALARY : R241 485 per annum (Level 06)
CENTRE : Pretoria

REQUIREMENTS

Grade 12 certificate or equivalent other training course/qualifications.1-2 years’ experience in Administrative Environment. Good telephone etiquette. Sound
organizational skills. Basic written communication skills. Ability to act with tact and discretion. Language skills and the ability to communicate well with people at
different levels and from different backgrounds.

DUTIES

The successful candidate will be responsible for preparing and maintaining the year plan or Calendar for the Chief Directorate. Making logistical arrangements for
directorate’s meetings, events and workshops (organise venues, equipment, refreshments): process order forms/order numbers for workshops, catering,
conferences and departmental entertainment. Administer safekeeping of goods delivered and received. Receiving clients from receptionist and direct to relevant
boardroom, venue or office. Make bookings of flights, accommodation and car rental as per departmental policy and procedures. Prepare the processing of
travelling documents. Binding of documents for management meetings. Provide administrative support. Administer telephone accounts, salary slips, sundry
payments, mail register, receiving of documents, registering documents and disseminate to the relevant officials. Keep and maintain leave records, asset
register, procurement of assets/equipment etc. Manage boardrooms (where relevant). Handle general phone line, mail delivery. Compile quarterly delegation
report on all approval done by Directors. Manage printer contracts (Where relevant). Compilation of stakeholder contact list for Director. Process claims.
Prepare S&T, cellphone claims and ADSL claims and submit for approval and forward to finance for payment. Follow-up with finance on payments. Manage petty
cash according to policy and procedures. Process all invoices. Ensures proper record keeping of expenditure documents e.g. invoices. Procurement of standard
items like stationery, refreshments. Liaise with supply chain in relation to procurements of goods and services. Documents management. Receiving,
recording and distributes all incoming and outgoing documents. Ensure safekeeping of information, documents, order forms, invoices. Tracking of
hardcopy documents for the Manager. Record and circulate promptly, in a clear and confident manner, documents that are relevant to the manager. Proper follow
up of outstanding tasks. Adhere to the record management policy and procedure manual. Complying with the record disposal system. Compile and update
delegation register. File, store, retrieve and secure of files/documents in line with Departmental Central Filing system/requirement. Filling of all documents according
to the departmental file plan and central filling system. Tracing files and documents
from registry. Updating and maintaining records of all files, documents and provide original/copy to the registry. Adherence to the record management policy and
procedure manual. Complying with the records disposal system. Update filling system regularly.

All the best with your applications