The Department of Tourism is looking for an Administrative Assistant.
ADMINISTRATIVE ASSISTANT: INTERNATIONAL RELATIONS AND COOPERATION REF NO: (DT 09 /2024)
SALARY : R255 450 per annum
CENTRE : Pretoria
Requirements
- A Grade 12 certificate or equivalent qualification.
- 0-1-year experience.
- Language skills and the ability to communicate well with people at different levels and from different backgrounds.
- Good telephone etiquette.
- Computer Literacy.
- Sound organising skills.
- High level of reliability.
- Basic written communication skills.
- Ability to act with tact and discretion.
Duties and Responsibilities
The successful candidate will be responsible for preparing and maintaining the year plan or calendar; making logistical arrangements for meetings, events and workshops(venue, equipment, refreshments); processing order forms/ order numbers for workshops, catering, conferences and departmental entertainment; administering safekeeping of goods delivered and received,
Receiving clients from reception and direct to relevant boardroom, venue or office, Making bookings of flights, accommodation and car rental as per departmental policy and procedures,
Preparing the processing of travel documents, Binding of documents of management meetings,
Administering telephone accounts, salary slips, sundry payments, mail register, receiving of documents, registering the documents and disseminate to the relevant officials,
Keeping and maintaining leave records, asset register, procurement of assets/equipment etc, Managing boardrooms ( where relevant), Handling general phone line, mail delivery,
Compiling quarterly delegations report on all approvals done by Directors, Managing printer contracts (where relevant), Compiling of stakeholder contract list for Director, Preparing S&T,
Cell phone claims and ADSL claims and submit for approval and forward to finance for payment, Following up with finance on payments, Managing petty cash according to policy and procedures,
Processing all invoices, Ensuring proper record keeping of expenditure documents e.g. invoice, Procurement of standard items like stationery, refreshments,
Liaising with supply chain in relation to procurements of goods and services, Receiving, recording and
distributing all incoming and outgoing documents,
Ensuring safekeeping of information, documents, order forms, invoices, Tracking of documents for the Manager, Recording and circulate promptly, in a clear and confidential manner, documents that are relevant to the manager,
Proper follow up of outstanding tasks, Adhering to the record management policy and procedure manual,
Complying with the records disposal system, Compiling with the records disposal system,
Filling of all documents according to the departmental file plan and central filing system, Tracing files and documents when required, Retrieving requested documents from registry,
Updating and maintaining records of all files, documents and provide original/ copy to the registry, Updating filing system regularly.
How to Apply
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 : 31 May 2024, (Late applications will not be considered)
NOTE : Applications must be submitted on a duly completed New Z83 application form [effective from 01 January 2021].
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 to comply with these requirements will result in the applicants being disqualified. Correspondence will be limited to short-listed candidates only.
ENQUIRIES : Ms T Mavhungu Tel No: (012) 444 6637
NOTE : EE requirements preference will be given to Coloured Male, Asian Male and White Male Candidates.
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.
