Administration Clerk

POST 26/06 : ADMINISTRATION CLERK REF NO: 3/3/1/62/2026

SALARY : R237 453 per annum (Level 05)

CENTRE : Free State: Bloemfontein

REQUIREMENTS : Applicant must be in possession of a Grade 12 certificate. No experience

required. Job related knowledge: Knowledge of clerical duties, practices as well

as the ability to capture data, operate a computer and collecting statistics.

Knowledge and understanding of the legislative framework governing the

Public Service. Knowledge of working procedures in terms of the working

environment. Job related skills: Language skills, good communication skills

(verbal and written), Planning and organisation skills, Computer literacy,

Interpersonal relations, Flexibility and Ability to work within a team.

DUTIES : Render general clerical support services. Record, organise, store, capture and

retrieve correspondence and data (line function). Electronically and manually

record data / Update registers and statistics. Provide a reception / switchboard

service and handle routine enquiries. Make photocopies and receive or send

facsimiles. Provide monthly photocopier readings to stakeholders and log

repairs. Provide monthly notice of receipts for photocopier. Report building

maintenance/accommodation matters. Handle incoming and outgoing mail and

packages to various stakeholders as required. Keep and maintain the filling

system for the component. Provide a secretarial service to draft agenda and

take minutes, arrange meetings, venues and accommodation and travel

arrangements. Type letters and / or other correspondence when required. Keep

and maintain the incoming and outgoing document register of the component

Update and maintain the relevant databases. Compile and submit the relevant

reports, memos and submissions as required. Keep and maintain a Key

Control Register. Provide supply chain clerical support services within the

component. Liaise within internal and external stakeholders in relation to

procurement of goods and services. Obtain quotations, complete procurement

forms for the purchasing of office items and contracts. Stock control of office

stationery, toiletries/cleaning material, face value forms, assets and uniforms

and issue inventory. Keep and maintain the asset register of the component.

Administer movement and disposal of assets of the component. Draft reports

for assets and loss control as necessary. Assist with the verification of asset

reports for the various divisions for the quarterly asset report. Assist with the

coordination of losses for the quarterly loss report Provide personnel

administration clerical support services within the component. Process and

record Application for leave and maintain a leave register for the component.

Keep and maintain personnel records in the component. Compile and maintain

attendance register of the component. Handle enquiries, e.g. leave,

termination, appointments, PMDS, Performance Agreement, etc. Provide

advice and guidance to officials regarding human resources matters. Submit

training documentation and maintain training records. Provide financial

administration support services in the component. Financial administration

support services. Assist with the budget by providing information, capturing and

updating expenditure for the component. Facilitate payment for goods and

services. Administer, check and verify S&T claims and advances, update the

S&T claim and Advance control register and personnel record. Handle

telephone accounts and petty cash for the component. Check and verify cell

phone and 5G applications and upkeep of the database and cell phone register.

Check and verify overtime claims and update the overtime register. Generate

invoicing and weekly invoice registers and monthly invoice reconciliations.

Monthly payment and reconciliation of the courier account. Provide

stakeholders with invoices and other account-related information. Render

transport administrative support services. Coordinate the utilisation of

government vehicles. Issue trip authorisations and garaging applications to

officials, manage and control issuing of vehicles and petrol cards. Conduct

inspections of vehicles. Verify driver’s licenses of officials before issuing

departmental vehicles. Ensure vehicles are serviced and / or maintained

according to the requirements. Report damage to vehicles. Coordinate the

repair of vehicles (resulting from accidents, breakdowns, etc). keep record of

log sheets, trip authorisations, verify Wes Bank transaction reports, etc.

Arrange travelling and accommodation. Completing a accident report, loss

reports and other transport related reports.

ENQUIRIES : Mr Kuben Naidoo at 082 881 2262

APPLICATIONS : Applications can be submitted by hand delivery during office hours to 20 Steve

Biko Street, Agriculture Place, Arcadia, Pretoria, 0002 or by email

ACrecruit62@nda.gov.za.

NOTE : EE Target: African, Indian, White Males and Indian Females and Persons with

disability.

ANNEXURE B

Applicant must be in possession of a Grade 12 certificate. No experience required. Job related knowledge: Knowledge of clerical duties, practices as well as the ability to capture data, operate a computer and collecting statistics. Knowledge and understanding of the legislative framework governing the Public Service. Knowledge of working procedures in terms of the working environment. Job related skills: Language skills, good communication skills (verbal and written), Planning and organisation skills, Computer literacy, Interpersonal relations, Flexibility and Ability to work within a team.

Render general clerical support services. Record, organise, store, capture and retrieve correspondence and data (line function). Electronically and manually record data / Update registers and statistics. Provide a reception / switchboard service and handle routine enquiries. Make photocopies and receive or send facsimiles. Provide monthly photocopier readings to stakeholders and log repairs. Provide monthly notice of receipts for photocopier. Report building maintenance/accommodation matters. Handle incoming and outgoing mail and packages to various stakeholders as required. Keep and maintain the filling system for the component. Provide a secretarial service to draft agenda and take minutes, arrange meetings, venues and accommodation and travel arrangements. Type letters and / or other correspondence when required. Keep and maintain the incoming and outgoing document register of the component Update and maintain the relevant databases. Compile and submit the relevant reports, memos and submissions as required. Keep and maintain a Key Control Register. Provide supply chain clerical support services within the component. Liaise within internal and external stakeholders in relation to procurement of goods and services. Obtain quotations, complete procurement forms for the purchasing of office items and contracts. Stock control of office stationery, toiletries/cleaning material, face value forms, assets and uniforms and issue inventory. Keep and maintain the asset register of the component. Administer movement and disposal of assets of the component. Draft reports for assets and loss control as necessary. Assist with the verification of asset reports for the various divisions for the quarterly asset report. Assist with the coordination of losses for the quarterly loss report Provide personnel administration clerical support services within the component. Process and record Application for leave and maintain a leave register for the component. Keep and maintain personnel records in the component. Compile and maintain attendance register of the component. Handle enquiries, e.g. leave, termination, appointments, PMDS, Performance Agreement, etc. Provide advice and guidance to officials regarding human resources matters. Submit training documentation and maintain training records. Provide financial administration support services in the component. Financial administration support services. Assist with the budget by providing information, capturing and updating expenditure for the component. Facilitate payment for goods and services. Administer, check and verify S&T claims and advances, update the S&T claim and Advance control register and personnel record. Handle telephone accounts and petty cash for the component. Check and verify cell phone and 5G applications and upkeep of the database and cell phone register. Check and verify overtime claims and update the overtime register. Generate invoicing and weekly invoice registers and monthly invoice reconciliations. Monthly payment and reconciliation of the courier account. Provide stakeholders with invoices and other account-related information. Render transport administrative support services. Coordinate the utilisation of government vehicles. Issue trip authorisations and garaging applications to officials, manage and control issuing of vehicles and petrol cards. Conduct inspections of vehicles. Verify driver’s licenses of officials before issuing departmental vehicles. Ensure vehicles are serviced and / or maintained according to the requirements. Report damage to vehicles. Coordinate the repair of vehicles (resulting from accidents, breakdowns, etc). keep record of log sheets, trip authorisations, verify Wes Bank transaction reports, etc. Arrange travelling and accommodation. Completing a accident report, loss reports and other transport related reports.

Applications can be submitted by hand delivery during office hours to 20 Steve Biko Street, Agriculture Place, Arcadia, Pretoria, 0002 or by email ACrecruit62@nda.gov.za. EE Target: African, Indian, White Males and Indian Females and Persons with disability. ANNEXURE B To apply, submit a completed Z83 form and detailed Curriculum Vitae (PDF document to a maximum of 10 megabytes) via e-mail or hand delivery. The Department will not be held responsible for server delays. Late applications due to technical issues will not be considered. Shortlisted candidates must provide certified copies of required documents (Identity Document, qualifications, etc) where necessary and service certificates to support senior management experience to Human Resources before the interviews, including South African Qualifications Authority (SAQA) evaluation reports for foreign qualifications. Failure to comply will result in disqualification. To be appointed at Senior Management Service (SMS) level, you must complete the SMS Pre- entry programme offered by the National School of Government (NSG). Find course details here: https://www.thensg.gov.za/training-course/sms-pre-entry- programme. Appointment is subject to successful competition of the Nyukela Programme: Pre-entry Certificate to SMS and submission of proof. All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview. Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity. All shortlisted candidates, including SMS, shall undertake two pre- entry assessments. One must be a practical exercise, and the other must be an Integrity (Ethical Conduct) Assessment. Selection panels shall score both technical exercises as an additional criterion in the interview process. NB: Please note that false or fraudulent qualifications submitted by applicants will be reported to the South African Police Services (SAPS), and a criminal case shall be opened. Applications: Please submit your application before the closing date as late applications will not be considered. Do not submit duplicate applications. If applying for multiple posts, submit separate applications for each post. Due to high volumes, the Department will not acknowledge receipt of applications. Communication will be limited to shortlisted candidates only. If you have not heard from us within 3 months, please consider your application to be unsuccessful. Should, during any stage of the recruitment process, a moratorium be placed on the filling of posts or the Department is affected by any process such as, but not limited to, restructuring or reorganisation of posts, the Department reserves the right to cancel the recruitment process and re- advertise the post at any time in the future. Important: DOA is an equal opportunity employer committed to promoting representivity and affirmative action. We encourage applications from all qualified candidates. The Department reserves the right not to fill vacancies. By applying you consent to the collection and processing of your personal information for recruitment purposes. Shortlisted candidates will be required to be available for assessments and interviews at a date and time as determined by the Department. Shortlisted candidates will undergo personnel suitability checks, security vetting and reference checks (including social media profiles). Applications must declare any pending criminal, disciplinary or any other allegations or investigations. Successful candidates must pass security clearance, sign an employment contract, sign an annual performance agreement and disclose financial interests. All applicants are required to declare any conflict or perceived conflict of interest, to disclose memberships of Boards and directorships that they may be associated with. Failure to disclose relevant information may result in disqualification or termination. MANAGEMENT ECHELON

Applications: ACrecruit62@nda.gov.za.