Personal Assistant Job Opportunity At The Western Cape Department Of Infrastructure

Are you an experienced professional with excellent secretarial and administrative skills? The Western Cape Department of Infrastructure has a fantastic opportunity for you to apply for the Personal Assistant: Acquisition and Contract Management (Ref No. DOI 49/2025) position. This is a permanent position based in Cape Town CBD, and it offers a competitive salary range of R 325 101 – R 382 959 per annum, in addition to other employee benefits.

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Personal Assistant Job Overview

  • Job Title: Personal Assistant: Acquisition and Contract Management
  • Reference Number: DOI 49/2025
  • Department: Department of Infrastructure, Western Cape Government
  • Location: Cape Town CBD, Western Cape, South Africa
  • Job Type: Permanent
  • Salary: R 325 101 – R 382 959 per annum (Salary level 7)
  • Closing Date: 5th May 2025
  • Enquiries: Mr E Sawall at (021) 483 5053

Personal Assistant Job Purpose

The main goal of this position is to provide comprehensive administrative and secretarial support to the senior management team. The Personal Assistant will play a key role in ensuring the effective running of the department by managing schedules, office resources, and documentation.

Minimum Requirements for the Position

To be considered for this role, applicants must meet certain minimum qualifications and experience criteria:

  • Grade 12 (Senior Certificate or equivalent qualification) is mandatory.
  • An accredited secretarial diploma or administrative qualification at NQF Level 5 or higher is required.
  • A minimum of 3 years of experience in providing secretarial or administrative support to senior management is essential.

Recommended Skills and Experience

While not compulsory, it will be beneficial if you have:

  • A working knowledge of the legislative and regulatory requirements related to Supply Chain Management.
  • Experience in a Compliance, Supply Chain Management, or Governance environment will be advantageous.

Key Performance Areas

In this role, the Personal Assistant will have a variety of responsibilities that ensure the efficient functioning of the department’s office and support to senior management. The key tasks include:

1. Secretarial and Receptionist Support

  • Screen calls and address inquiries in a professional manner while maintaining confidentiality.
  • Refer stakeholders to the appropriate officials when necessary.
  • Manage office equipment, ensure proper functioning, and oversee the stock of office supplies, refreshments, and other resources.

2. Operational Assistance

  • Perform advanced typing and draft reports.
  • Monitor submission deadlines and respond to inquiries from stakeholders.
  • Collect and compile the necessary information for the manager’s reports and meetings.

3. Coordination of Appointments and Meetings

  • Coordinate the senior manager’s appointments and manage the scheduling of meetings.
  • Track action items and record meeting minutes.
  • Ensure meeting logistics are well-organized and prioritize meetings based on urgency.

4. Administrative Support

  • Assist with leave requests and track employee records.
  • Coordinate procurement and assist in preparing documents for signatures and approvals.
  • Ensure all administrative tasks are accurate, complete, and comply with departmental policies.

5. Financial and Budget Management

  • Track expenditure and assist with budget submissions.
  • Help identify discrepancies in the budget and recommend adjustments as necessary.

6. Document Flow and Compliance

  • Ensure that documents are processed in line with relevant legislation and policies.
  • Safeguard and manage important records, ensuring compliance with departmental requirements and deadlines.

Key Competencies

To excel in the Personal Assistant position, the ideal candidate will need to demonstrate strong competencies in the following areas:

  • Advanced Computer Skills: Proficiency in word processing and numerical software is required.
  • Effective Communication: Excellent verbal and written language skills.
  • Planning and Organization: Ability to prioritize tasks and manage time efficiently.
  • Professional Telephone and Email Etiquette: Demonstrates professionalism in all forms of communication.
  • Tact and Discretion: Ability to handle sensitive information with confidentiality.
  • Problem-Solving and Decision-Making: Ability to resolve conflicts and make informed decisions.

Remuneration and Benefits

The salary for this position is between R 325 101 – R 382 959 per annum (Salary level 7). In addition to the base salary, qualifying employees may be eligible for service benefits such as:

  • Medical assistance
  • Housing assistance
  • Pension-fund contributions

The full remuneration package is subject to the applicable prescripts or collective agreements for the department.

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How to Apply

To apply, candidates must submit their application via the online system before the closing date of 5th May 2025. For any technical difficulties during the application process, you can contact the helpline at 086 137 0214. For queries related to the position itself, please contact Mr. E Sawall at (021) 483 5053.

Apply Here

Please note that no late applications will be accepted, so ensure you apply well ahead of the deadline.

The Personal Assistant: Acquisition and Contract Management position offers a great opportunity for someone with strong secretarial, organizational, and administrative skills. If you are passionate about supporting management and ensuring the smooth operation of a department, this job could be an ideal fit for you. Be sure to apply before the closing date of 5th May 2025 and take the next step in your career with the Western Cape Department of Infrastructure.

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