Job Details
The Public Protector South Africa is seeking a diligent and organized Administrative Assistant to join the Facilities Management & Logistics Unit.
Position Title: Administrative Assistant – Facilities Management & Logistics
Location: Head Office, Pretoria
Reference Number: PPSA 03/05/2025
Salary: R228,321.00 per annum plus benefits
The successful candidate will play a vital role in providing facilities and records management services within the organization, supporting the upkeep and safety of all PPSA buildings, and ensuring smooth administrative operations.
About the Role
Note: All appointments are made in terms of the Public Protector Act and are subject to a 12-month probation period, which may be extended to 18 months.
The successful candidate will be required to sign a secrecy declaration and a performance agreement within two months of appointment.
The Administrative Assistant will report to the Manager: Facilities Management and will be responsible for supporting the organization through facilities and records management, coordination of building maintenance, and ensuring compliance with health and safety regulations.
Additionally, security clearance and vetting are mandatory for all shortlisted applicants.
The Public Protector South Africa reserves the right not to fill the vacancy.
Qualifications and Experience
- A three-year qualification in Public Administration, Public Management, Business Management, or Office Management.
- A minimum of 0-1 year relevant experience.
- Proficiency in Microsoft Office applications is essential.
Skills, Competencies, and Knowledge
- Excellent interpersonal and communication skills (both written and oral).
- Demonstrated ability to correspond effectively with colleagues, clients, and service providers.
- Reliability, accuracy, and ethical conduct.
- Strong report writing skills and attention to detail.
- Ability to maintain confidentiality at all times.
- Professionalism and good customer service skills.
- Ability to meet deadlines and work under pressure.
- Team player with a proactive attitude.
Key Responsibilities and Duties
Facilities Management
- Facilitate and coordinate building maintenance across all PPSA premises.
- Assist in the monthly compilation of inspection reports based on weekly inspections.
- Update the Accommodation Lease Register and Parking Lease Register.
- Conduct building inspections to ensure safety and compliance.
Occupational Health & Safety (OHS)
- Conduct inspections and compile reports for all PPSA buildings to ensure OHS compliance.
- Assist with incident management, emergency procedures, and evacuation drills.
- Support in OHS inspection reports and submit findings.
- Coordinate quarterly OHS meetings, produce minutes, and ensure follow-up on action points.
Administrative Duties
- Handle incoming and outgoing correspondence efficiently.
- Manage telecommunications services (landlines, extension numbers, PIN codes).
- Submit landline expenditure reports regularly.
- Assist in the allocation of pool vehicles upon request.
- Ensure proper recording of invoices and support the payment process.
- Monitor and report on the performance of service providers (e.g., photocopiers, scanners, landlines).
- Draft specifications, prepare for meetings, and assist with report writing and filing.
Application Requirements
Applicants must submit a comprehensive package including:
- A covering letter detailing their suitability for the position
- A detailed CV
- Three (3) contactable references
- Recently certified copies (within six months) of qualifications (Matric certificate, relevant qualifications)
- A valid Driver’s License
- A copy of ID document
Important: Applications that do not fully comply with these requirements will be disqualified.
All applications should be submitted via email to:
sarah@tothetrecruitment.co.za
Please quote the relevant job title and reference number in the subject line.
Closing Date: 26 May 2025 at 16:30
Correspondence will be limited to short-listed candidates. If you do not receive feedback within two months, please consider your application unsuccessful.
Attributes and Competencies
The ideal candidate will demonstrate:
- Respect, transparency, and accountability.
- Courtesy and integrity in all dealings.
- Ability to handle basic administrative duties efficiently.
- A professional demeanor with strong teamwork abilities.
- A proactive approach to problem-solving and service delivery.
Enquiries and Further Information
For questions regarding this vacancy, please contact:
Ms T Makhubele at Tel: (012) 366 7053.
Equal Opportunity Statement
The Public Protector South Africa is an equal opportunity employer committed to affirmative action and representation in terms of race, gender, and disability.
Preference will be given to candidates whose profiles meet the Employment Equity requirements.
Applicants are encouraged to submit their applications promptly.
The Public Protector South Africa is committed to diversity and inclusion and encourages suitable candidates from all backgrounds to apply.
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