- Company : department of tourism
- Job title : Administrative Assistant
- Location : Pretoria, South Africa
- Posted date : 18 May 2024
- Closing date :31 May 2024
The department of tourism is hiring an administrative assistant ,you can apply with your grade 12 /matric .This is an entry level job that is available at Pretoria .The purpose of this job is to assist with office stuff like making sure things are in order around the office .
Duties :
The successful candidate will be responsible for preparing and maintaining the year plan or calendar; making logistical arrangements for meetings, events and workshops(venue, equipment, refreshments); processing order forms/ order numbers for workshops, catering, conferences and departmental entertainment; administering safekeeping of goods delivered and received, Receiving clients from reception and direct to relevant boardroom, venue or office, Making bookings of flights, accommodation and car rental as per departmental policy and procedures, Preparing the processing of travel documents, Binding of documents of management meetings, Administering telephone accounts, salary slips, sundry payments, mail register, receiving of documents, registering the documents and disseminate to the relevant officials, Keeping and maintaining leave records, asset register, procurement of assets/equipment etc, Managing boardrooms ( where relevant), Handling general phone line, mail delivery, Compiling quarterly delegations report on all approvals done by Directors, Managing printer contracts (where relevant), Compiling of stakeholder contract list for Director, Preparing S&T, Cell phone claims and ADSL claims and submit for approval and forward to finance for payment, Following up with finance on payments, Managing petty cash according to policy and procedures, Processing all invoices, Ensuring proper record keeping of expenditure documents e.g. invoice, Procurement of standard items like stationery, refreshments, Liaising with supply chain in relation to procurements of goods and services, Receiving, recording and distributing all incoming and outgoing documents, Ensuring safekeeping of information, documents, order forms, invoices, Tracking of documents for the Manager, Recording and circulate promptly, in a clear and confidential manner, documents that are relevant to the manager, Proper follow up of outstanding tasks, Adhering to the record management policy and procedure manual, Complying with the records disposal system, Compiling with the records disposal system, Filling of all documents according to the departmental file plan and central filing system, Tracing files and documents when required, Retrieving requested documents from registry, Updating and maintaining records of all files, documents and provide original/ copy to the registry, Updating filing system regularly.
Minimum requirements :
A Grade 12 certificate or equivalent qualification. 0-1-year experience. Language skills and the ability to communicate well with people at different levels and from different backgrounds. Good telephone etiquette. Computer Literacy. Sound organising skills. High level of reliability. Basic written communication skills. Ability to act with tact and discretion.
How to apply
Applications, quoting the relevant reference number must be forwarded to the attention of Chief Director: HR Management and Development at Department of Tourism, Private Bag X424, Pretoria, 0001 or hand deliver at Tourism House, 17 Trevenna Road, Sunnyside, Pretoria.
