PERSONAL ASSISTANT (OFFICE OF THE CHIEF EXECUTIVE) REF NO: PUCMA 47 Branch: Pongola-Umzimkhulu Catchment Management Agency Div: Office of The Chief Executive

The Pongola-Umzimkhulu Catchment Management Agency, a public water resource management institution established under the National Water Act and operating as an entity of the national Department of Water and Sanitation, is seeking a Personal Assistant to provide comprehensive secretarial and administrative support within the Office of the Chief Executive. Based in Durban, this role is central to ensuring the smooth functioning of the executive office, enabling the Chief Executive to focus on strategic priorities by managing daily administrative, logistical and information-related tasks with professionalism and discretion.

Applicants must hold a Secretarial Diploma or equivalent qualification and have between three and five years of experience providing support services to senior management. The position demands advanced computer literacy, particularly in the Microsoft Office suite, as well as sound office management skills covering document tracking, storage and retrieval systems. Strong organizational abilities, a high level of reliability, and the capacity to act with tact and discretion are essential, as the Personal Assistant will regularly handle sensitive information and interact with internal and external stakeholders. The role also requires the ability to research and analyse documents and situations, excellent verbal and written communication skills, good grooming and presentation, self-management and motivation, and a client-focused, quality-orientated approach. Knowledge of dispute resolution processes, basic financial management, and relevant legislation is required, as is a valid driver’s licence. The successful candidate must demonstrate accountability, ethical conduct, flexibility and creativity.

The duties are wide-ranging and include providing direct personal assistance to the Chief Executive, rendering administrative support, and helping to manage the office budget. This entails operating and maintaining office equipment, performing advanced typing work, and using judgement to accept, decline or refer meeting requests based on importance and urgency. The Personal Assistant compiles realistic schedules, coordinates logistical arrangements for meetings, and ensures the effective flow of information and documents to and from the executive office. Safekeeping of documentation in line with legislation and policies is a key responsibility, as is the compilation of reports such as progress, monthly and management reports. The role involves scrutinising submissions, drafting documents, filing, collecting and analysing information, clarifying instructions on behalf of the manager, prioritising issues, managing the leave register and telephone accounts, and handling procurement of standard items such as stationery and refreshments. This includes scrutinising documents to determine what information or actions are required for upcoming meetings, collecting and compiling all necessary material for the manager, and ensuring the manager is well briefed on the contents. The Personal Assistant also prepares briefing notes, records minutes and decisions, communicates them to relevant role players, follows up on progress, and monitors expenditure against the budget, alerting the manager to potential over or under spending. Keeping up to date with applicable public service prescripts and departmental policies is essential to ensure efficient and effective support.

As part of a catchment management agency, the position offers the opportunity to contribute to water resource management in South Africa. Employees of the agency enjoy employment terms and conditions similar to those of public service employees, although they are not formally employed under the Public Service Act. This is an exciting opportunity for a highly organised, discreet and motivated individual to support executive leadership in a meaningful public sector environment.