About the Role
The Department of Traditional Affairs is seeking dedicated individuals for the position of Administrative Assistant in Pretoria. This role is crucial for supporting the Commission on Khoi-San matters, ensuring that administrative processes run smoothly. As an Administrative Assistant, you will be at the heart of a team that plays a vital role in preserving and promoting the culture and heritage of the Khoi-San people in South Africa. Your contributions will directly impact the community, making this position not just a job but a meaningful career in public service.
Located in the vibrant city of Pretoria, this role offers the chance to work in a dynamic environment where your organizational skills will shine. You will be responsible for managing documents, coordinating meetings, and providing essential administrative support that helps the Commission function effectively. Your efforts will help bridge the gap between the government and the Khoi-San community, making a positive difference in society.
About the Department
The Department of Traditional Affairs is committed to promoting and protecting the rights of traditional communities in South Africa. With a focus on cultural preservation and empowerment, the department plays a pivotal role in ensuring that traditional leaders and their communities are heard and respected in the national discourse. Working here means being part of a mission that values heritage and fosters inclusivity, providing you with an opportunity to contribute to the greater good.
What You’ll Do
- Develop and manage an efficient filing system for the Commission.
- Receive and distribute documents related to Khoi-San matters.
- Record documents in appropriate registers and maintain paperwork.
- Establish effective tracking systems for documents.
- Provide secretarial support for meetings, workshops, and public hearings.
- Prepare agendas, attendance registers, minutes, and reports.
- Manage the diaries of the Commission members.
- Arrange logistics for travel, meetings, and conferences.
- Handle the telephone and communication systems in the office.
- Order and manage office supplies and inventory.
What You’ll Need
- A Grade 12 Certificate or equivalent qualification.
- A certificate in Office Management or Secretarial Studies.
- At least one year of experience in office management and administration.
- A post-Matric qualification is an advantage.
- Strong client orientation and customer focus.
- Excellent communication skills, both written and verbal.
- Honesty, integrity, and strong planning abilities.
- Proficient in computer literacy and technical office management skills.
How to Apply
Applications may be posted or hand-delivered to the relevant Human Resource Management office as detailed below.
Requirements
A Grade 12 Certificate or equivalent qualification plus a certificate in Office Management/Secretarial Studies with at least one (1) year experience in office management and administration.A post-Matric qualification will serve as an added advantage.
Core competencies: Client orientation and customer focus.
Communication (written & verbal).
Honesty and integrity.
Planning and organising.
Telephone etiquette.
Computer literacy.
Technical Competencies: Office management and administration, secretarial functions and general administration.
Job Duties
The successful candidate will perform the following duties: Develop and manage an efficient filing system and flow of documents for the Commission: Receive and distribute documents to members of the Commission on Khoi- San matters.Record documents in the appropriate registers.
File and manage the paperwork of the Commission.
Establish effective document tracking systems.
Provide secretarial support services to the Commission: Co-ordinate and prepare documentation for the Commission’s meetings/ workshops/public hearing and outreaches.
Compile agenda, attendance registers, minutes and reports.
Draft memoranda and any other correspondence as directed by the Secretariat or Commission.
Manage the diaries of the Commission, Promote effective diary co-ordination.
Provide administrative support services: Arrange logistics and related activities for travel, meetings, workshops, public hearing and conferences.
Manage the telephone and communication systems in the office.
Purchase and order stationery and equipment.
Manage inventory and equipment within the office.
Make copies, fax and email documents as required.
