:
Provide administrative and secretarial support service to facilitate smooth administrative operations for the Unit.
Key Outputs:
It will be expected from the successful candidate to provide:
Secretarial Support Service
Maintain the manager’s diary and manage appointments;
Manage electronic document tracking system;
Do all typing/word processing, faxing photocopying for the managers;
Assist managers in compiling presentations;
Arrange meetings (conference rooms, documentation, parking, logistics, resources), and take minutes
during meetings;
Manage Travel Arrangements (including programs, logistics, security and transport for delegates from
other government and international institutions as well as overseas trips);
Answer and screen telephone calls; and
Acknowledge receipt of correspondence.
Administrative Support
Finalise submission documentation and effect necessary changes when requested to do so by
managers;
Manage filing system for managers;
Ensure/ Co-ordinate fast efficient handling of all correspondence, meeting of deadlines for documents
(determine priority and follow up);
Assist managers with the preparation, proof-reading and quality control of documents emanating from the
office;
Assist managers with the co-ordination and admin tasks of relevant projects;
Work with and /or as part of the technical project teams when needed to provide administrative and
secretarial support;
Perform and ensure timely reconciliation of subsistence and travel claims for managers;
Arrange protocol and VIP protection for all officials from international organisations and foreign
governments, where applicable;
Handle confidential document with utmost discretion;
Download documents from the internet upon request; and
Handle all invoices and claims.
Budget Assistance
Prepare budget requirements and travelling for managers and ensure that they are included in the budget
of the Branch;
Confirm availability of funds to operate within budget limit;
Perform procurement administrative functions;
Coordinate telephone accounts and submit to the relevant parties on a monthly basis; and
Keep accurate records and reconcile stationary on a monthly basis.
Requirements
To be considered for this position, the applicant must have a completed National Senior Certificate (Grade 12)
certificate, studying towards obtaining a relevant graduate diploma, degree or occupational qualification in
administration, office management, project management or business administration, or in a relevant field would
be an advantage • Experience in the use of MS Office packages, i.e. MS Word, MS Excel, MS PowerPoint,
Internet Explorer, MS Outlook • A minimum of 2 years relevant administrative and/or secretarial experience •
Strong computer literacy and administration skills • Experience in English business writing skills and minute
taking • Experience in management of logistics relating to meetings • Project Management skills will be an
added advantage.
The Government Technical Advisory Centre (GTAC) is an equal opportunity employer and encourages applications
from women and people with disabilities. Only South African Citizens need apply.