Personal Assistant

About the role

The Department of Infrastructure Development (Gauteng) is hiring a Personal Assistant in Construction Procurement: SCM, based in Head Office (Johannesburg). This is a permanent post, paying R338,106 a year. How to apply: To apply for the below position, please apply online at https://jobs.gauteng.gov.za Reference number to quote: REFS/056922 Closing date: 09 November 2026 Use the new Z83 form and attach a detailed CV.

Responsibilities

• Receive telephone calls.
• Perform advanced typing work.
• Operate and ensure that office equipment, e.g. fax machines and photocopiers are in good working order.
• Record engagements of the senior manager.
• Utilize discretion to decide whether to accept/decline or refer to other employees’ requests for meetings, based on the assessed importance and urgency of the matter.
• Coordinate with and sensitizes/advises the manager regarding engagements.
• Compile realistic schedules of appointments.
• Ensure the effective flow of information and documents to and from the office of the manager.
• Ensure the safe keeping of all documentation in the office in line with relevant legislation and policies.
• Scrutinize routine submissions/reports and make notes and/or recommendations for the manager.
• Obtain inputs, collate and compile reports, e.g Progress reports, monthly reports, management reports.
• Respond to inquiries received from internal and external stakeholders.
• Draft documents as required.
• File document manager and the unit where required.
• Collect, analyze and collate information requested by the manager.
• Clarify instructions and behalf of the manager.
• Coordinate travel arrangements.
• Prioritize issues in the office of the manager.
• Manage the leave register and telephone accounts for the unit.
• Handle the procurement of standard items like stationery and refreshments.
• Obtain the necessary signatures on documents like procurement advice and monthly salary reports.
• Coordinate logistical arrangements for meetings when required Scrutinize documents to determine actions/information/other documents required for the meetings.
• Collect and compile all necessary documents for the manager to inform him/her of the contents.
• Record minutes /decisions and communicate to relevant roleplayers, follow-up upon progress made.
• Prepare briefing notes for the manager as required.
• Collect and coordinate all the documents that relate to the manager’s budget.
• Assist the manager in determining funding requirements for purposes of MTEF submissions.
• Keep records of expenditure commitments, expenditure and alert the manager of possible over and under spending.
• Check and correlate BAS reports to ensure that expenditure is allocated correctly.
• Identify the need to move funds between items, consult with the DDG and compile draft memos for this purpose.
• Compare the MTEF allocations with the requested budget and inform the DDG of changes.
• Remain up to date with regard to the prescripts/policies and procedures applicable to his/her work terrain to ensure efficient and effective support to the manager.
• Remain abreast with the procedures and process that apply in the office of the manager.

Requirements

• Secretarial Diploma (NQF Level 5) or equivalent.
• A minimum 3 – 5 years’ experience in rendering a support service to senior management.
• Competencies: Knowledge of relevant legislation/policies/prescripts and procedures, Basic knowledge of financial administration.
• Skills:
• Language skills and the ability to communicate well with people at different levels and from different backgrounds
• Computer literacy
• Sound organizational skills
• Written communication skills
• Ability to do research analyze documents and situations
• Attributes:
• Good telephone etiquette
• High level of reliability
• Ability to act with tact discretion
• Good grooming and presentation
• Self-management and motivation