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ADMINISTRATIVE ASSISTANT VACANCY AT THE DEPARTMENT OF TOURISM IN SOUTH AFRICA

admin September 12, 2023

3 minutes read

Administrative Assistant Vacancy at the Department of Tourism in South Africa

DEADLINE: 22 September 2023

Administrative Assistant Vacancy at the Department of Tourism in South Africa

POST: 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.

ENQUIRIES: Ms E Moswete Tel No: (012) 444 6519

NOTE: EE Requirements: Preference will be given to Coloured Male and White Male Candidates.

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)

Directions to candidates

Applications on form Z83 with full particulars of the applicants’ training, qualifications, competencies, knowledge and experience (on a separate sheet if necessary or a CV) must be forwarded to the department in which the vacancy/vacancies exist(s). NB: PROSPECTIVE APPLICANTS MUST PLEASE USE THE NEW Z83 WHICH IS EFFECTIVE AS AT 01 JANUARY 2021.
Applicants must indicate the reference number of the vacancy in their applications.
Applicants requiring additional information regarding an advertised post must direct their enquiries to the department where the vacancy exists. The Department of Public Service and Administration must not be approached for such information.
It must be ensured that applications reach the relevant advertising departments on or before the applicable closing dates.