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Secretary X2 Positions Defence Department

SECRETARY (X2 POSTS) Directorate: Office of the Chief Security Officer Ref No: HO 2019/06/30 Directorate: Risk Management Ref No: HO 2019/06/31 SALARY : R173 703 per annum

CENTRE : National Head Office

REQUIREMENTS : Grade 12 with typing as a subject or any other training course or qualification that will enable the person to perform the work satisfactorily. Computer literacy. Competencies and attributes: Honesty and integrity. Attention to detail. Plan and organize. Punctuality and confidentiality. Service delivery and client orientation. Excellent communication skills (written and verbal). Ability to work under pressure. Ability to coordinate and organize work related tasks. Good telephone etiquette. High level of reliability. Ability to act with tact and discretion.

DUTIES : Execute office and general administrative duties. Screen and answer telephone calls. Type correspondence. Compile documentation and presentations. Ensure proper record management through effective filling systems. Manage electronic document tracking system. Maintain diary and manage appointments. Responsible for the management of document tracking system. Arrange and coordinate meetings, workshops etc. Facilitate the procurement of office equipment such as stationery. Perform all such tasks and duties related to the role. Make all transport arrangements for conferences, courses, meetings and hearings away from the office. Management of finance and assets.

ENQUIRIES : Mr TO Mokhele Tel No: 012 3072173/Mr Y Naidoo Tel No: 012 307 2079/Ms M Marais Tel No: 012 307 2977/Ms TP Baloyi Tel No: 012 305 8589

APPLICATIONS : All applications must be submitted to: National Head Office: Department of Correctional Services, Post Advertisement Section, Private Bag X136, Pretoria, 0001 OR hand deliver at: 124 WF Nkomo Street, Poyntons Building, Cnr WF Nkomo and Sophie De Bruyn Street, Pretoria, 0001 (Previous: Cnr Church and Schubart Street).

CLOSING DATE : 14 June 2019 @ 15h45 NOTE : Applications must be submitted on form Z83 (Public Service Application form), obtainable from any Public Service Department, and must be completed in full. Applications must be accompanied by a CV, copies of qualifications, identity document and valid driver’s licence.

Source: DPSA

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Exxaro Company Secretary Pretoria Gauteng

Exxaro Company Secretary Pretoria Gauteng


PURPOSE: • To provide support to Group Company Secretary and Assistant Group Secretary by executing operations within company secretarial unit. • To provide company secretarial, record keeping and administrative services.

MAJOR CHALLENGES: • Guidance and support to directors. • Handling and processing of highly sensitive information. • Regulatory compliance – understanding of complex requirements. • Highly pressurised and complex environment.


  • National Diploma (Relevant) (Essential/Minimum)
  • Charted Institute of Secretaries (Recommended/Desirable)
  • B Degree (Relevant) (Recommended/Desirable)


3-5 years Company secretarial experience with Knowledge of the Companies Act

Importance : Essential/Minimum

Involvement : Operational


  • Certificate of Fitness (Essential/Minimum)
  • Psychometric Assessment (Essential/Minimum)


The incumbent will inter alia be responsible for the following:

Administration and Document Control

  • Advise on what documents need to be created as well as the level of detail to be contained in the documents
  • Responsible for storing, maintaining, retrieving, certifying and explaining corporate governance documents

Audit Management

  • Assist auditors during statutory audit

Best Practice and Knowledge Management

  • Constantly seek to perform current tasks better, faster and cheaper
  • Confer and share tactical and operational information with relevant stakeholders to discuss issues, coordinate activities, and resolve problems related to execution of company strategy on a scheduled basis
  • Continuously monitor exchange and preservation of information between operations and individuals to facilitate effective knowledge management according to organisational objectives and as applicable to department

Business Performance and Operations

  • Manage statutory records in accordance with legal and regulatory requirements
  • Keep up to date with developments in relevant legislation and regulations
  • Implement policies and procedures to ensure continued good practice
  • Produce relevant, accurate and on time key stakeholder information
  • Preparation and distribution of:
  • Notices of meetings
  • Agendas and papers – deciding on and setting the agenda for review by the chairman, raising matters for discussion
  • Resolutions and minutes of meetings
  • Arrange, organize and attend respective meetings
  • Statutory submissions, facilitate notarisation of documents and lodging of accounts

Compliance, Governance and Assurance

  • Ensure full compliance with the Companies Act, Listings Requirements and other pieces of legislation for which Corporate Secretariat is responsible, i.e. Promotion of Access to Information Act (PAIA), Protection of Personal Information Act (POPI), Financial Markets Act (FMA)
  • Drafting of sense announcements
  • Submission of documents to regulators, i.e. Companies and Intellectual Property Commission (CIPC)
  • Ensure all companies/committees for which a corporate secretariat and governance service is provided is fully compliant with applicable Companies legislation
  • Assist Group Company Secretary in ensuring compliance with Companies Act, Johannesburg Stock Exchange (JSE)

Listings Requirements, Memorandum of Incorporation (MoI), King IV and other relevant legislation

Customer, Stakeholder and Client Relationship Management

  • Accountable to provide a comprehensive corporate secretariat and governance service to the following committees:
  • Executive Committee (Exco) from time to time
  • Investment Review Committee
  • Group Information Management (IM) Steering Committee
  • or any other committee, so decided by the Group Company Secretary and Legal
  • Full meeting coordination: agendas, minutes, action reports, facilitation.
  • Provide strategic advice and guidance on processes and policies to be followed, as well as delegated authority and required governance in general.
  • Support and guide the chairman and the members as to their roles and responsibilities.
  • Provide relevant and specialised support to applicable stakeholders
  • Meeting and document support for offshore companies (Dutch etc.)

Effective People Management

  • Teamwork and collaboration
  • Coordinating activities when Group Company Secretary and Assistant Group Secretary are out of the office
  • Guidance and advice to Professionals-in-Training (PIT’s)

Internal Business Processes

  • Assist Assistant Group Secretary in preparing and managing Departmental budget
  • Assist Group Company Secretary with preparation of memoranda informing board and board committees of governance information
  • Assist Group Company Secretary and chairmen of committees with research as requested
  • Assist in review and updating of charters and terms of reference and accountable for update of terms of reference for committees for which accountable
  • Provide guidance and support to management committee on governance matters

Safe and Healthy Work Environment

  • Maintain and ensure a healthy environment, safe operations and practices, ensuring compliance with all applicable Safety Health and Environmental (SHE) policies and procedures in line with set standards
  • Encourage a culture that focuses on safety in all operations

Specialised Support

  • Board Pad super user – providing 24/7 support to all directors and management in respect of access to application etc.
  • Ensure full compliance with governance principles and delegation framework
  • Assist Assistant Group Secretary and Group Company Secretary with board and committee meeting preparation
  • Prepare and update all company’s information sheet
  • Ensure Directors declare their interests in contracts
  • Assist with arrangements/preparations for board, committee and annual general meetings, video/telephone conferencing
  • Responsible for management of directors’ and senior management dealings in relation to management share incentive schemes

Behavioural Alignment

Demonstrates the following:

  • Creativity, collaboration, sociable and awareness to the ecosystem
  • Stewardship, accountability, ability to develop trust, safety conscious and ethical
  • Ability to respond quickly to business needs/agility, flexibility, continuous learning, innovation and proven ability to experiment on creative business solutions
  • Ability to be inclusive, eagerness for multiple skills, embraces multiple cultures, accepts different approaches and be human-centric/empathetic
  • Results oriented, quality driven, excellence, entrepreneurial abilities, efficient and effective

Applicants must submit a CV to on or before 2019.05.13 at 16:00. The appointment will be made in accordance with Exxaro’s Employment Equity policy.

If you have not been contacted within 28 days of the closing date of this advertisement, please accept that your application was unsuccessful.

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Personal Assistant Dural Development Dept

Personal Assistant Dural Development Dept

Personal Assistant (PA)
Directorate Rural Development
Package R257 508.00 Per Annum (Plus Benefits)

Matric/ Grade 12 plus Secretarial Diploma (NQF level 5) or relevant qualification as recognized by SAQA. 3 – 5 years’ experience in Office Administration or Secretarial duties. Valid drivers’ license will be an added advantage.COMPETENCIES: Language skill and strong interpersonal skills, good communication skills (verbal and written), good telephone etiquette, high level of computer skills, organizing and writing skills, detail orientated, time management, conflict handling skills, basic knowledge of financial administration, high level of reliability, good grooming and presentation.

Provide a professional secretariat/receptionist support service to the office of the Chief Director, which includes telephone calls (screening and transfer) and handle telephone queries and follow ups. Diary management: arrange and schedule meetings, confirm appointments. Arrange internal meeting venues, parking arrangements for visitors. Ensure that travel arrangements are well coordinated. Minutes taking and keeping records and filing thereof, make decisions based on the assessed importance and urgency of the matter.

Ensure the effective flow of information and documents to and from the office of the Chief Director. Ensure safekeeping of all documentation in the office of the Chief Director in line with relevant legislation and policies. Obtain inputs, collates and compile reports (Progress, Monthly reports and Managements reports). Scrutinize routine submissions/ reports and make notes and/or recommendations for the Chief Director. Develop and manage a register of all incoming and outgoing documents. Ability to track documents. Maintain and exercise confidentiality of information at all times.

How to Apply
To apply for the above position, please apply online at or Hand Deliver: Ground floor 56 Eloff Street, Umnotho House and Candidates must attach their recently updated CV as well as certified copies of all qualification/s and ID document (no copies of certified copies allowed, certification should not be more than six months old). Failure to submit all the requested documents will result in the application not being considered. Correspondence will be limited to short-listed candidates.

NB: For assistance with online applications visit the following centres: 78 Fox Street, Marshalltown or Maponya Mall. It is our intention to promote representivity (race, gender and disability) in the Public Service through the filling of this post. It is the Department intention to promote equity through the filling of all numeric targets as contained in the Employment Equity Plan. To facilitate this process successfully, an indication of race, gender and disability status is required.

It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualifications Authority (SAQA). The Department reserves the right not to appoint. Disabled people are encouraged to apply. If you do not receive any response from us within 3 months, please accept your application was unsuccessful.

Enquiries Mr. Elvis Mpateni: Tel: 011 240 2608
Number of Posts 1
Closing Date 2019/04/17

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Personal Assistants X2 Positions Johannesburg

Directorate Human Resource Services
Package R 257 508 Per annum (plus benefits)

Matric certificate plus a Secretarial Diploma or equivalent with 1-2 year’s clerical/ administrative experience OR Matric plus 4-5 years ‘experience in clerical/ administrative. Knowledge and the ability to work on Microsoft package.

Maintain a Document Management System for the unit. Appointment management and co-ordination. General administrative duties. General assistant. Management of documents frequently used within the Business Unit. Management of financial records. Management, co-ordination and support with regards to specifically assigned meetings. All other roles suitable to a secretarial function as well as adhoc roles as requested.

Gauteng Department of e-Government is inviting strategic and innovative thinkers who are technocrats to champion the crafting of the strategy to deliver the modernisation mandate of the Gauteng City Region and to support radical transformation, modernisation and re-industrialisation. The successful candidate must be innovative with proven applied leadership skills as well as ability to plan and co-ordinate activities at a strategic level. Must have a client focused attitude. Excellent writing and impeccable communication skills, as well as relationship building, people management and the ability to work under pressure. It is the department’s intention to promote equity through the filling of all numeric targets as contained in the Employment Equity Plan. To facilitate this process successfully, an indication of race, gender and disability status is required.

How to Apply

Applications may also be delivered to: Gauteng Department of e-Government, Imbumba House, 75 Fox Street, Marshalltown.
Enquiries Mr. Leon Steyn, Tel No: (011) 689 8400

Closing Date 2019/04/30

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Personal Assistant X3 Positions

PERSONAL ASSISTANT (X3 POSTS) Chief Directorate: Education Planning and Research Ref No: 2019/03/43 Directorate: Library Services & LTSM Ref No: HO2019/03/33 Directorate: Procurement Management: Ref No: HO2019/03/34 SALARY : R242 475 per annum

CENTRE : Head Office, Johannesburg

REQUIREMENTS : Grade 12 plus Secretarial/ Office Management certificate/Diploma with minimum 3 years’ experience in rendering secretarial/administrative support service to the senior manager. Knowledge of procurement policy and processes. Good 88 interpersonal and organizational skills. Good communication skills (written and verbal). Advanced Computer literacy packages such as Microsoft Excel, Powerpoint, MS Word, Group Wise Internet etc.). Good research and analytical skills. Ability to work in a team and independently. Willingness to occasionally work after hours when needed.

DUTIES : Provide a secretarial/receptionist support service to the Senior Manager. Compile realistic schedules of appointments. Provide administrative support services in the Office of the Senior Manager. Provide support to senior manager regarding meetings. Record minutes and communicates to relevant role-players. Coordinate logistical arrangements for meetings when required. Support the manager with the administration of the Office Budget. Collect and coordinate all the documents that relate to the Director/chief director ’s budget. Remain up to date with regard to the policies and procedures applicable to senior manager work terrain to ensure efficient and effective support to the Senior Manager. Remain abreast with the procedures and processes that apply in the office of the Director/ Chief Director.

ENQUIRIES : Ms. Leonorah Mngomezulu Tel No: (011) 355 1791 (Procurement Management) Ms. Nonhlanhla Nyovane Tel No: (010)600 3239 (Library Services & LTSM) Ms Lerato Machaka Tel No: (011) 355 0009 (CD: Education Planning)

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