About the Role
The Department of Defence is seeking a dedicated Secretary to join its headquarters unit located in Erasmuskloof, Pretoria. In this pivotal role, you will provide essential secretarial support to the Deputy Chief of Staff of the South African National Defence Force (SANDF). Your contributions will directly impact the efficiency and effectiveness of operations within the Defence sector, ensuring that the administrative foundation is solidly in place for critical decision-making processes.
In a dynamic environment like the Department of Defence, your role as a Secretary is more than just administrative support; it is about serving your community and nation. By managing appointments, coordinating travel arrangements, and facilitating meetings, you will play a vital part in maintaining seamless operations that contribute to the safety and security of South Africa. This position is an opportunity to be at the heart of public service, making a difference every day.
About the Department
The Department of Defence is responsible for protecting and securing the nation’s sovereignty and interests. With a commitment to the highest standards of service, this department focuses on ensuring the safety of all South Africans through effective military capabilities and strategic planning. Working here means being part of a team that values dedication, discipline, and a shared commitment to service excellence.
What You’ll Do
- Provide comprehensive secretarial support to the Deputy Chief of Staff, managing their calendar and scheduling appointments.
- Handle incoming calls and direct them to the appropriate personnel.
- Coordinate travel arrangements, including liaising with travel agencies and processing travel claims.
- Organize meetings and events, including booking venues and managing refreshments.
- Maintain an efficient filing system and record minutes from meetings.
- Draft routine correspondence and reports as needed.
- Administer leave and manage procurement of office supplies and refreshments.
- Ensure adherence to departmental policies and norms while supporting the DCOS’s needs.
What You’ll Need
- Proficiency in MS Word, Excel, and PowerPoint.
- Strong typing skills and a high level of language proficiency in English, both written and verbal.
- Excellent interpersonal and communication skills.
- Strong organizational skills and the ability to work reliably under pressure.
- Analytical and innovative thinking with good problem-solving capabilities.
- A high level of discretion and tact in handling sensitive information.
- Proven secretarial skills and the ability to manage multiple tasks efficiently.
How to Apply
Please submit your application before the closing date as late applications will not be considered.
Requirements
Knowledge of MS Word, Excel and PowerPoint.Typing skills.
Language proficiency in English (written and verbal).
Analytical and innovative thinking as well as problem-solving skills.
Excellent Interpersonal Skills.
Sound organisational skills.
High level of reliability.
Ability to act with tact and discretion.
Good people skills.
Ability to do analyse documents and situations.
Excellent secretarial skills.
Job Duties
Provide a Secretarial Support Service to Deputy Chief of Staff SANDF (DCOS).Receive telephone calls and refers the calls to the correct role.
Record appointments and events in the dairy of the DCOS.
Operate office equipment like fax and photocopying machine.
Liaises with travelling agencies to make travelling arrangements for DCOS.
Processes travel and subsistence claims for DCOS.
Arrange meetings and events for DCOS.
Book venues, invites role player, organise refreshments and set up schedules for meetings and events.
Process all invoices that emanate from activities of the work of the DCOS.
Records basic minutes of the meetings of the DCOS.
Draft routine correspondence and reports.
Establish and maintain filing system in the office of the DCOS.
Administers matters like the leave for the DCOS.
Handle the procurement of standard items like stationary, refreshments etc.
Collect all relevant documents to enable the DCOS to prepare for meetings.
Manage the correspondences in and out of the DCOS’s office.
Ensure that documents submitted for the DCOS’s approval adhere to set norms and standards.
Remain abreast with the procedures and processes that apply in the DOD to ensure efficient and effective support to the Director.
Study the relevant Public Service and departmental prescripts/policies and other documents to ensure that the application thereof is understood properly.
