Personal Assistant

by

VACANCY
Position: Personal Assistant to Public Protector (Head Hunting)


Location: Head Office Pretoria


Reference: PPSA 04/05/2025


All-inclusive salary package: R1 059 105.00 per annum
(Fixed term contract linked to the term of the Public Protector)

Minimum Requirements:

  • A three (3) National Diploma at NQF level 6 in any of the following:
    • Business Administration
    • Public Administration/Public Management
    • Office Management and Technology
  • A minimum of five (5) years’ experience in rendering administration management and Executive support is required.
  • Experience in private and public sector is preferred.
  • Must be computer literate.
  • Experience in dealing with state/formal functions/visits is preferred.
  • A valid driver’s license is essential.

Attributes:

  • Respect
  • Emotional intelligence
  • Transparency
  • Courtesy
  • Team player
  • Integrity
  • Confidentiality

Responsibilities:

Administration and Secretarial Duties:

  • Receive and make telephone calls on behalf of the Public Protector (PP).
  • Effectively manage the diary and all activities in the office of the PP.
  • Arrange travel and accommodation, manage cancellation of bookings and complete GRN’s forms and submit the signed GRN form to SCM for travel at least 2 days after travelling.
  • Arrange petty cash and submit petty cash receipts within 48 hours of spending to Finance.
  • Prepare travel and subsistence claims.
  • Arrange and coordinate meetings, workshops and other forums, transcribe proceedings and ensure that accurate minutes are timely prepared and signed, with decision registers and follow up on resolutions.
  • Receive written correspondence and direct them to the relevant offices and follow up on responses.
  • Prepare submissions, letters, memos and reports on behalf of the PP.
  • Receive and control visitors and staff to the PP’s Office.
  • Develop, implement and maintain a records management and registry system in the PP’s office.
  • File/reconcile all submission forms transmitted to the PP.
  • Responsible for typing, copying and faxing of documents.
  • Manage general finances, assets and facilities for the PP.
  • Develop, implement and monitor Standard Operating Procedures (SOPs) in the PP’s office.
  • Assist the PP with any other matter as required/instructed.

Stakeholder Management and Communication:

  • Act as a liaison between the PP and stakeholders (executives, employees, clients, government officials, media, etc.).
  • Ensure clear, timely and appropriate communication on behalf of the PP.
  • Draft and relay messages that reflect the PP’s tone and priorities.

Relationship Building:

  • Help maintain and strengthen relationships with key stakeholders by managing interactions, follow-ups and engagements.
  • Interact and track stakeholder preferences, interests, and past interactions for personalized communication.
  • Strengthen working ties by coordinating events, meetings and correspondence.

Skills, Competencies and Knowledge:

  • Computer literacy, specifically Office 365.
  • Excellent communication skills (written and verbal).
  • Analytical skills and attention to detail.
  • Ability to conduct basic research.
  • Good telephone etiquette.
  • Strong interpersonal and teamwork abilities.
  • Demonstrates outstanding ability to correspond with colleagues, internal and external customers.
  • Ability to manage multiple tasks and work against short deadlines.
  • Ability to act independently and in a team.
  • High confidentiality and ethical standards.
  • Reliable, shows honesty and fairness in dealing with others.
  • Ability to work under pressure and outside of normal working hours.
  • Experience in dealing with confidential information.
  • Knowledge of Government protocol and processes.
  • Project Management skills.
  • Planning and organizing skills.

Other Core Areas of Responsibility:

Information Flow and Prioritization:

  • Filter and prioritise stakeholder inquiries to ensure the PP focuses on high-impact issues.
  • Brief the PP on stakeholder concerns, expectations, and development ahead of engagements.
  • Maintain up-to-date records of stakeholder contacts and communications.

Meeting and Event Coordination:

  • Arrange and prepare for meetings with key stakeholders, including logistics, agendas, setting, and documentation.
  • Ensure stakeholder meetings’ productivity by organizing necessary materials and follow-up actions.
  • Represent the PP’s office professionally when dealing with stakeholders in their absence.

Conflict and Issue Management:

  • Monitor stakeholder sentiments and flag potential risks or issues to the PP.
  • Assist in resolving misunderstandings or miscommunications diplomatically and promptly.
  • Ensure stakeholder feel heard, respected, and informed.

Confidentiality and Trust:

  • Handle sensitive information and interactions with discretion and integrity.
  • Foster trust between the PP’s office and stakeholders by maintaining professionalism and reliability.

Financial Management:

  • Manage budget in the PP’s Office.
  • Manage Supply Chain Management processes in the PP’s Office.

Important Notes:

  • All appointments will be made in terms of the Public Protector Act and a 12-month probation period (extendable to 18 months) will apply.
  • Shortlisted candidates will be expected to sign a secrecy declaration form and a performance agreement within 2 months of accepting the position.
  • All successful candidates will undergo security clearance and vetting.
  • The Public Protector South Africa reserves the right not to fill the vacancy.
  • Applications must be accompanied by a signed Z83 form, detailed CV, 3 contactable references, recently certified (within 6 months) copies of qualifications, a valid driver’s license and ID.
  • Applicants not meeting the above requirements will be disqualified.
  • If you do not receive a response within 2 months, consider your application unsuccessful.
  • The Public Protector South Africa is an equal opportunity, affirmative action employer.

Application Submission:

Submit applications to:
📧 applications@pprotect.org
Applications quoting the relevant job title and reference number on the subject line must be submitted to the above email address.

📞 Enquiries: Ms Zandile Luthuli at Tel: (012) 366 7031
🌐 www.pprotect.org

📍CLOSING DATE: 15 July 2025 at 16:30

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