Transnet Vacancy Application Details

This advert is open for application by external applicants.

Equity Statement :Preference will be given to suitably qualified Applicants who are members of the
designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating
Division.

Applicants that are interested in applying for any of the advertised positions must apply by registering on the Careers section
of the Transnet Internet. Please take care in completing all required details on the profile, and then apply for the position.

Alternative Application Methods: (Completed Curriculum Vitae to be submitted)

Post : , , , Parktown ,

E-mail :

Fax :

The closing date is on 20.04.2021. It is the responsibility of the applicant to ensure that HR has received the application
before the closing date of the advertisement.

Note: if you have not been contacted within 30 days of the closing date of this advertisement please consider your
application as unsuccessful.

Any questions regarding the application or recruitment process should be sent in writing to
BENJAMIN.MOJALEFA@TRANSNET.NET.

We urge all our employees, clients, members of the public and our suppliers to report any kind of fraud or corruption at
Transnet. Call the hotline toll free number: 0800 003 056 or email Transnet@tip-offs.com

Operating Division : Transnet Freight Rail

Position Title : Personal Assistant

Employee Group : Permanent

Department : Office of CE

Location : Parktown

Reporting To : Chief Executive: Transnet Freight Rail

Grade Level : F

Reference Number : 50016480

Position Purpose:

To support the effective functioning of the executive office by providing high level administrative support and professional

executive assistance, whilst maintaining the appropriate level of confidentiality, sophistication and protocol required of this

position. Enhance and protect the image and reputation of the executive by portraying professionalism and integrity in all

interaction and communication with other parties.

Position outputs:

• Manage and maintain the executive’s schedule with due consideration of the corporate calendar and relevant events,

demonstrating an awareness and understanding of business priorities and issues and the impact thereof on businessoperations. This includes daily time management and consultation with relevant stakeholders to ensure optimisation of the

calls of the executive and divert or take messages. Respond to queries where possible on behalf of the executive in his/her

absence.

• Schedule and arrange meetings for the executive nationally and internationally, ensuring that agendas are prepared,

required inputs are received from all parties concerned, and that all relevant documentation is in order. Brief and update theexecutive on the context of meetings in advance, as well as the input and actions required from him/her at the meeting.

Pro-actively determine and obtain relevant information required to support the executive’s contribution. Coordinate logistics
as required.

• Coordinate local and international travel, accommodation and subsistence for the executive when required, including

currency and account reconciliation.

• Arrange that minutes of the meetings are taken, or take and distribute minutes to all relevant stakeholder. Monitor and

confirm that actions arising from meetings are executed or attended to.

• Establish and maintain a secure and effective e-filing and document management system for fast retrieval of data and

information.

• Establish and maintain sound relations with all relevant stakeholders such as Board members, other executives, and

general staff in assisting with requests to and from the executive, dealing with issues/queries, and managing incoming andoutgoing instructions and responses to and from the executive.

• Set the standard of executive office protocol, i.e. the way things are done in terms of executive office protocol, i.e. the way

things are done in terms of executive office management processes and practices, including for stakeholder relationsmanagement in the context of executive assistance. Ensure that the required protocol is followed at all times, demonstrating

cultural awareness as well as awareness for the standing and position of visitors and staff. Ensure that the Transnet

corporate identity is accurately reflected in and around the executive office, i.e. reflected in brochures, booklets, stationery,

etc.

• Ensure effective management of the executive office through the efficient use of technology, ensuring optimisation of

available hardware, software and equipment, by ensuring effective functioning of all systems and equipment, and by ensuringcorrect and adequate stationery and required catering.

• Report expenditure and variances to the budget of the executive’s office on a monthly basis and manage flow of funds to

ensure continued availability.

• Liaise and interface with relevant internal and external stakeholders such as suppliers, senior government officials, clients,

and other executives as required, conveying information accurately, professionally, and courteously whilst maintaining therequired level of confidentiality.

• Maintain effective communication channels at all times to keep the executive informed of relevant events and important

information whether at the office or travelling abroad.

• Prepare professional business correspondence accurately, timeously, and as specified, for review and approval by the

executive, when required to do so.

• Develop or arrange the development of PowerPoint and Excel presentations in line with the executive’s requirement.
• Conduct first-line research for the executive when required, consulting relevant internal and external sources, and/or by

doing desktop research. Analyse and summarise information into a report for ease of use by the executive.

• As an expert regarding office management systems, processes, procedures and practices, the Personal Assistant also

assist other secretaries in the implementation of office management best practise. Suggest changes to office managementprocesses and practices in order to streamline operations.

• Coach and guide junior and lower level secretaries on protocol and correct office management processes and practices

when required to ensure that professional standards are maintained.

• Act as a role model for secretaries in the organisation.

Qualifications & Experience:

• B-Degree in Business Administration
• Minimum 8 years relevant experience. The years experience is needed to provide a proper career path (Secretary /Senior

Secretary / Executive Secretary).

• 6 months on-the-job familiarisation (knowledge of all ODs, Business Units, Committees, Boards, Local and National

Government Bodies, etc).

Competencies:

“NB: The candidate must meet the minimum inherent health requirements of the job”.

NB: No E-mailed/Faxed/Posted Applications will be accepted.