Senior Private Secretary Grade 8 – MINISTRY OF FINANCE

DEPARTMENT: PUBLIC PROCUREMENT UNIT
Post Designation : Senior Private Secretary Grade 8
1xPost : Windhoek
Scale of Salary : N$220, 828 – N$263,911
Salary Notch : N$220,828
Housing Allowance : N$13,080
Transport Allowance : N$7,680
Minimum requirements: A National Diploma in Office Management and Technology or
equivalent qualification on NQF L6 plus 5 years or more relevant experience and a driving
license.
Candidates will be subjected to security clearance process.
Key performance areas
 To schedule meetings of the Deputy Executive Director, physically and virtually (using
Microsoft Teams, Skype, Zoom and other).
 To manage the Deputy Executive Director’s appointments, physical and virtual, and
always inform or remind Deputy Executive Director on meetings and main concerns.
 To follow up instruction given to staff and be the ears and eyes of the Deputy Executive
Director regarding implementation of official functions.
 To ensure that meeting facility and office is always tidy.
 To serve the Deputy Executive Director and visitors of the Deputy Executive Director:
Refreshments, Information, etc.
 To prepare materials/inputs required for the Deputy Executive Director’s meetings
(Confidential).
 To manage the filing and record system of the Deputy Executive Director’s office. This
includes physical files and electronic files as well as using drop box and Microsoft share
point.
 Identify improvements in office processes and implement, following consultation with the
Deputy Executive Director and team members.
 To manage the leave, attendance and other relevant registers of the department.
 To manage the PPU Stakeholder database and National Procurement Structures staffing
database (currently in Excel).
 Appropriate follow-through arising from Deputy Executive Director meetings are
arranged.
 To potentially manage the Deputy Executive Director’s e-mail box.
 Draft general correspondence for the Deputy Executive Director and staff as required,
using judgement and initiative, ensuring that it meets Government and Procurement
Policy.
 To add value to the office of the Deputy Executive Director by where appropriate
summarising, reviewing, or prioritising information.
 Carry out any research, special tasks or projects as directed by the Deputy Executive
Director.
 Greet and receive Procurement Policy Unit visitors using initiative and experience to read
situations and deal with appropriately, answer telephones using institutional knowledge
to deal with a wide variety of issues passing on or ending calls, and provide reception
services.
 To see that there are sufficient stationery and refreshment supplies in the Deputy
Executive Director office and also satisfactory furniture and IT equipment.
 To make reservations and traveling arrangements, including DSA administration.
 Support the Deputy Executive Director through delivery of effective and efficient private
office duties, including management of diary, correspondence, drafting briefings, taking
minutes, action management, communications, and portfolio delivery.
 To assist Deputy Executive Director when he/she is tied up in an official engagement that
will influence his other commitments, through innovatively arrange alternative
interactions.
 Support the development of a team culture and environment of continuous
improvement that supports the wider department to deliver.
 To work at pace on a range of competing priorities, whilst remaining calm under pressure
and demonstrating resilience.
 Perform other duties as can be reasonably be regarded as incidental to the job
description, and such other duties reasonably within the job holder’s experience and
capabilities as may be assigned by the Deputy Executive Director after consultation.