Personal Assistant To DDG: Human Settlements Planning at Department of Human Settlements

Requirements :

• Matric plus Secretarial Diploma or equivalent at NQF Level 6 as recognized by SAQA. A minimum of 3-5 years’ experience in rendering support services to senior management in a project management environment will be advantageous. The candidate should have good Communication skills; Time management skills; Organising skills; Computer skills and Planning skills.

Duties :

• Provide a secretarial support services. Receives telephone calls. Operates and ensures that the Office equipment, e.g. fax machine and photocopier are in good order. Records the engagement. Utilizes discretion to decide whether to accept/decline or refer request for meetings. Compile realistic schedules of appointments. Renders administration support services . Ensure the effective flow of information and documents to and from the office . Ensure the safekeeping and confidentiality of all documentation and correspondence in the office in line with relevant legislation and policies. Obtain inputs, collates and compiles reports e.g. progress , Monthly reports, Management reports. Filing of documents. Collects, analyses and collates information requested. Clarifies instructions and notes on behalf of Senior Manager. Ensures that travel arrangements are well coordinated. Handles the procurement of standards items like stationary, refreshment office. Ensure activities of the Senior manager and the unit . Obtain the necessary signatures on documents like procurement advises and monthly salary reports. Provides support to Senior Manager regarding meetings. Scrutinizes documents to determine actions/ information / other documents required for meetings. Collects and compiles all necessary documents for the Senior Manager to inform him/ her on the contents. Records minutes/ decisions and communications to relevant role players, follow-up on progress made. Coordinates logistical arrangements for meetings when required. Support the Senior Manager with the administration of budget. Collects and coordinates all the documents that relate to the budget of Senior Manager. Keeps records of expenditure commitment, monitors expenditure and alerts Senior Manager of possible over-and under spending. Check and correlates BAS reports to ensure that expenditure is allocated correctly. Identifies the need to move funds between items, consult with the Senior Manager and compiles draft memos for this purpose.

Deadline:10th November,2025