Exciting Opportunity: Personal Assistant to Deputy City Manager at eThekwini Municipality, Durban

Location: Durban, KwaZulu-Natal, South Africa
Closing Date: February 21, 2025
Reference Number: ETH250131-4
Job Number: 30000048

eThekwini Municipality is seeking a Personal Assistant to provide comprehensive secretarial and administrative support to the Deputy City Manager in the Human Settlements Engineering and Transport (HSET) department. This permanent role, located in Durban, KwaZulu-Natal, offers an exciting opportunity for a highly organized, detail-oriented individual to play a key supporting role in the municipal administration.

Job Purpose:

The Personal Assistant will be responsible for delivering an efficient secretarial and administrative service to the Deputy City Manager. This includes managing correspondence, taking minutes during meetings, maintaining confidential records, and overseeing the daily operations of the Deputy City Manager’s office. The role also involves coordinating meetings and ensuring that directives from previous meetings are followed up.

Key Responsibilities:

• Secretarial Duties: Provide fast and accurate typing services, handle incoming mail, and direct telephone calls efficiently. Ensure that all routine correspondence is dealt with in a timely manner.
• Meeting Coordination: Prepare and distribute agendas for meetings, take minutes, and ensure that the Deputy City Manager is well-prepared for upcoming engagements.
• Record Maintenance: Maintain a confidential filing system, regularly updating and managing Policy and Procedural records.
• Reception: Greet and receive staff, the public, including Councillors and other dignitaries. Ensure that the Deputy City Manager’s office is properly organized and professional.
• Administrative Support: Offer comprehensive administrative assistance to the Deputy City Manager to ensure that operations run smoothly.
• Follow-Up: Review minutes from previous meetings to ensure all directives have been carried out. Follow up on any actions required.
• Office Management: In the absence of the Deputy City Manager, the Personal Assistant will manage the office to ensure continuity of operations.

Competencies:

The ideal candidate will possess the following skills and abilities:

• Written Communication: Strong skills in preparing clear and concise documents and correspondence.
• Attention to Detail: Ensuring accuracy and precision in all aspects of work, particularly with documents and scheduling.
• Professionalism and Ethics: High standards of ethics and professionalism, maintaining confidentiality and integrity.
• Organizational Awareness: Understanding of the municipality’s structure and processes.
• Planning and Organizing: Ability to manage multiple tasks and deadlines effectively.
• Technology Proficiency: Comfortable using technology and relevant software for administrative functions.
• Interpersonal Relationships: Strong interpersonal skills to interact with staff, officials, and external stakeholders.
• Communication Skills: Excellent verbal and written communication skills.
• Action Orientation: Proactive approach in managing responsibilities and anticipating needs.
• Resilience: Ability to remain effective in a dynamic and high-pressure environment.
• Cognitive Ability: Strong problem-solving and decision-making abilities.
• Team Orientation: Collaborative mindset and willingness to work effectively as part of a team.

Essential Requirements:

• Qualifications: Grade 12 (NQF Level 4) or equivalent along with an Administrative Certificate.
• Experience: A minimum of 3 years of relevant experience in a secretarial or administrative role.
• Skills: Proficiency in computer literacy and standard office software applications.

Preferred Requirements:

• Education: A Diploma (NQF Level 6) in Secretarial Studies or Administration.
• Experience: 4 years of relevant experience in a similar role, particularly in the public sector.

Additional Benefits:

• Housing Subsidy
• Leave Entitlement
• Medical Aid
• Pension Fund
• 13th Cheque

Remuneration:

The salary for this role is between R276,454.32 and R358,839.60 per annum, depending on experience and qualifications.

For more information or to apply, please contact Hreng/Hrsystems at 0313117462 or 0313226050.

This is a great opportunity for an experienced personal assistant who is eager to make a significant impact in supporting the Deputy City Manager and ensuring the efficient operation of the office. If you possess the required qualifications and skills, this could be the perfect role for you.

Applications must be submitted by February 21, 2025.