Personal Assistant: Chief Financial Officer - Civilian Secretariat for Police Service

POST 45/31: PERSONAL ASSISTANT TO THE CHIEF FINANCIAL OFFICER 

REF NO: CSP/23/2022

DUTIES: 

• Provide administrative and secretarial support.
• Ensure the effective flow of information and documents to and from the office of the Chief Financial Officer, ensure the safekeeping of all documents in the office of the Chief Financial Officer, scrutinize routine submissions/ reports and make notes and /or recommendations for the Chief Financial Officer.
• Ensure that travel arrangements are well coordinated, and schedule and manage appointments.
• Prepare correspondence and other information as requested.
• Coordinate and administer leave register for the Chief Directorate.
• Provide logistical support services.
• Record minutes/ decisions and communicate to relevant role players, prepare briefing notes for the Chief Financial Officer, and coordinate logistical arrangements for meetings when required.
• Process and submit subsistence and travel claims.
• Administer the demand management plan of the Chief Directorate, and compile draft letters and submissions as requested.
• Administer the budget of the office of the Chief Directorate.
• Collect and coordinate all documents in relation to the budget of the Unit, and keeps a record of expenditure commitments.
• Monitor expenditure and alert the Chief Financial Officer of possible over and under-spending, and keep a record of expenditure and other financial commitments for the Chief Directorate.
• Check and verify financial reports in support of the Chief Directorate.
• Provide general support services.
• Prepare documents for meetings hosted and/ or attended by the Chief Financial Officer, circulate documents to other meeting participants and provide secretarial support for the Chief Directorate meetings.
• Perform any other administrative duties required by the Chief Financial Officer and follow up on behalf of the Chief Financial Officer on the implementation of meetings and other decisions.

REQUIREMENTS: 

• Appropriate Secretarial Diploma or equivalent qualification.
• 3-5  years experience in rendering support to Senior Management. Knowledge of the relevant legislation/ policies/ prescripts and procedures in public services.
• Computer competency (MS Word, Excel, Outlook, PowerPoint and emails).
• Communication skills (Written and Verbal), facilitation skills and report writing skills.
• Problem-solving and decision-making.
• Interpersonal relations, professional telephone manner, organisational skills and ability to multitask.
• Service delivery and client orientation, time management and ability to work long hours.
• Confidentiality and high-level reliability, confidence and independence.
• Integrity and honesty.
• Ability to work under pressure and tight deadlines.
• Document analysis, planning and organising.
• Ability to act with tact and discretion.

ENQUIRIES: Mr BK Shiphamele at 061 080 7598

SALARY: R269 214 per annum

CENTRE: Pretoria