Job Summary

The Department of Defence is recruiting for Secretary (X2 Posts) in Pretoria within the Financial Management Division. These positions are suited to candidates who want to build a career in public sector administration and executive support.

The roles involve providing secretarial and administrative support to directors, including diary management, document preparation, meeting coordination, correspondence handling, and office support. This is a good opportunity for candidates with Grade 12, strong organisational skills, and the ability to work in a professional office environment.

Job Description

The Secretary will render effective and efficient secretarial services to the director and support the day-to-day functioning of the office. The successful candidate will be responsible for managing communication, maintaining records, coordinating meetings and travel arrangements, handling office administration, and ensuring that the office operates smoothly.

This position is suited to a candidate who is presentable, punctual, reliable, and able to handle multiple administrative tasks with professionalism and accuracy. The role also requires strong interpersonal skills, good telephone etiquette, and the ability to work under pressure.

Responsibilities

• Render effective and efficient secretarial services to the director
• Take minutes during the director’s meetings
• Type documents such as agendas, memos, letters, and reports
• Handle and maintain the director’s diary
• Manage correspondence, control files, and process phone calls and messages
• Arrange entry authorisation, receive visitors, and serve tea and refreshments
• Arrange meetings, appointments, flights, accommodation, and transport
• Ensure the director receives agendas and minutes timeously
• Update and store the director’s personal information
• Remind the director of scheduled meetings, appointments, and submission deadlines
• Ensure the office is tidy and inventory is maintained and updated
• Receive, register, route, and file correspondence accordingly
• Procure office requirements for the director’s office

Requirements

• Must have a Grade 12 certificate or NQF Level 4 equivalent qualification
• No experience required
• Must have knowledge of:
  • Clerical duties
  • Office practices
  • Working procedures
• Must be able to handle a variety of tasks including:
  • Office asset management
  • Stationery control
  • Procurement-related tasks
• Must be computer literate, especially in MS Office

Skills

• Good telephone etiquette
• Ability to work under pressure
• Good interpersonal skills
• Adaptability
• Resourcefulness
• Good communication skills
• Time management
• Organisational skills
• Secretarial support skills
• Diary and correspondence management
• Professionalism
• Reliability and punctuality

Additional Information

• Position: Secretary (X2 Posts)
• Salary: R228 321 – R268 950 per annum (Level 05)
• Centre 1: Financial Management Division, Directorate Stores, Service and Related Payments, Pretoria
  Reference Number: FMD/01/12/26/15A
• Centre 2: Pretoria Directorate Finance Support Services
  Reference Number: FMD/01/12/26/15B
• Closing Date: 24 April 2026 at 16:00