DEPARTMENT OF DEFENCE SENIOR SECRETARY

REF: DMD/61/17 SALARY : R152 862 per annum Level 5

CENTRE : Armscor Building, Erasmuskloof, Pretoria.

REQUIREMENTS : A minimum of Grade 12 (NQF Level 4). Must have three (3) years’ experience in secretarial duties and a minimum of one (1) year course(s) in secretarial services. Special requirements (skills needed): Thorough knowledge of Word, Excel and Power Point. Ability to communication effectively (written and verbal). Knowledge of all required policies and procedures. Analytical and innovative thinking ability as well as problem solving skills. Excellent interpersonal skills. Good telephone etiquette. Outcome driven, focus on service delivery. Good people skills. Sound organisational skills and high level of reliability. Ability to act with tact and discretion. Self-management and motivation. Must be able to obtain a confidential security clearance within a year.

DUTIES : Provide secretarial and clerical support, record appointments and events and manage the dairy. Receive telephone calls and refer to the correct role players. Provide secretarial functions in board meetings. Write/compile agendas, memos, letters and reports. Deal with classified files and documents. Arrange meetings, events and process travel and subsistence claims. Process all invoices that emanate from the activities of work of the Chief Director/Director. Liaise with travel agencies to make travel arrangements. Check arrangements when relevant documents are received. Prepare briefing and notes as required. Maintain an effective filing system and manage routine documents for the directorate. Collect, control and return files routed to members within the division. Maintain a registry/control system for incoming and outgoing documents and post. Track documents if required by means of a register. Keep the relevant address list(s) up to date. Manage and control the internet/intranet and fax facilities as well as receipt/transmission of documents via these mediums. Download data from the internet, register and distribute in the directorate. Ordering and purchase stationery. Collect and compile all relevant documentation necessary to prepare for a meeting. Coordinate logistical arrangements for meetings when required. Coordinate all logistical arrangements for visitors visiting the office. Keep updated with policy and procedures. Manage and reconcile telephone accounts monthly. Remain abreast with the procedures and processes that apply in the office. Provide support to the Chief Director/Director regarding meetings, scrutinise documents to determine actions/information/other documents required for meetings. Record all minutes/decisions and communicate to relevant role players and make follow ups on progress. Prepare briefing notes for the Chief Director/Director as required.

APPLICATIONS : Department of Defence, Defence Materiel Division, Private Bag X910, Pretoria, 0001 or may be hand-delivered to the Department of Defence, Armscor Building, Corner Nossob and Boeing Streets, Erasmuskloof, Pretoria.

ENQUIRIES : Ms M.A. Smith Tel: (012) 355 5571.

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