Permanent Executive Assistant Vacancies (X7 Posts) At The Border Management Authority (BMA)

Permanent Executive Assistant Vacancies (X7 Posts) At The Border Management Authority (BMA)

(BMA) invites suitably qualified applicants to apply for their Permanent Executive Assistant Vacancies (X7 Posts). The closing date for applications is the 27th December 2024

POSTS: EXECUTIVE ASSISTANTS X7

• Salary: R 443 796 – R518 249 (Basic Salary)
• Centre: Pretoria (BMA Head Office)

DIVISION: CHIEF OFFICE: OFFICE OF THE COMMISSIONER

• REFERENCE: BMA 8/7/2024 (A)
• EMAIL ADRESS: AssistanceA@bma.gov.za

DIVISION: CHIEF OFFICE: NATIONAL TARGETING CENTER

• REFERENCE: BMA 8/7/2024 (B)
• EMAIL ADRESS: targetingcentreB@bma.gov.za

DIVISION: CHIEF OFFICE: SPECIALIST FUNCTIONS

• REFERENCE: BMA 8/7/2024 (C)
• EMAIL ADRESS: FunctionsC@bma.gov.za

DIVISION: CHIEF OFFICE: OPERATIONS AND LAW ENFORCEMENT

• REFERENCE: BMA 8/7/2024 (D)
• EMAIL ADRESS: LawD@bma.gov.za

DIVISION: CHIEF OFFICE: INFORMATION COMMUNICATION TECHNOLOGY

• REFERENCE: BMA 8/7/2024 (E)
• EMAIL ADRESS: CommuncationTechE@bma.gov.za

DIVISION: CHIEF OFFICE: FINANCE AND SUPPLY CHAIN MANAGEMENT

• REFERENCE: BMA 8/7/2024 (F)
• EMAIL ADRESS: SCMF@bma.gov.za

DIVISION: CHIEF OFFICE: CORPORATE AFFAIRS

• REFERENCE: BMA 8/7/2024 (G)
• EMAIL ADRESS: AffairsG@bma.gov.za

MINIMUM QUALIFICATIONS:

• A post matric qualification in Business Administration or related at NQF 6 as recognized by SAQA
• Minimum of 5 years’ experience in an executive assistant role

RESPONSIBILITIES/DUTIES:

The successful candidate will be expected to perform the following duties-

• Completes a broad variety of administrative tasks for the Chief Officer including managing the active calendar of appointments; completing expense reports.
• Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Chief Officer ‘s time and office.
• Communicates directly, and on behalf of the Chief Officer, with governance members, employees, and others, on matters related to Chief Officer ‘s Office.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Chief Officer.
• Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Chief Officer’s office and internal Divisions demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the Chief Officer to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• To conduct research/ analysis as directed by the Chief Officer.
• To coordinate departmental reports and documentation for the governance meetings and other meetings with outside partners.
• Ensure that the division adheres to all organizational deadlines.
• Assist with the submission of mandatory reports and information.
• Prepare reports by collecting information for the Chief Officer.
• Co-ordinate and compile the Division’s monthly and quarterly reports.
• Edits and proofreads reports and presentations. Track commitments, report deadlines and manage follow-ups.
• Ensure general secretarial work including typing, answering telephones, managing diaries, appointments and arranging meetings.
• Receive and send correspondence on behalf of the Office.
• Proactively coordinate the pre-planning of trips, including arranging appropriate travel and accommodations, agendas, necessary contacts, itineraries, visas, marketing materials and other necessary preparations.
• Draft and type letters, reports, memos and ensure that all documents are formatted to professional standard.
• Schedule and coordinate Committee meetings and coordinate the necessary documentations and meeting packs.
• Compile, transcribe, and distribute minutes of meetings when required.
• Oversee logistics and preparation of materials for meetings Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chief Officer.
• Promptly attentively respond to customer requests within established parameters and time frames.
• Support budgeting and bookkeeping procedures.
• Ensure Supply Chain management process are followed when making the necessary travel arrangements, including flights, accommodation, hire cars, etc. for the Division.
• Prepare quotations, requisitions and receipting on for Goods and Services received and ensure invoices are paid on time.
• Assist in reduction of wasteful expenditure by assisting the Chief Officer in ensuring that all minor work done by sub-contractors is executed.

APPLICATIONS:

Duly completed BMA Employment Application Form downloadable here, accompanied by a Comprehensive CV citing the start and end date (dd/mm/yr) of each employment period including the details of at least two contactable employment references (as recent as possible), must be forwarded to the correct email address.

Applications forwarded to the incorrect email address will not be considered. Copies of educational qualifications, ID or driver’s license must not be included with the application. Inclusion of these extra attachments might exceed the size limit, with the possibility that email may not be received.

Only shortlisted candidates will be required to submit certified copies of their qualifications, ID document, a valid driver’s license on/before the date of the interview. It is the applicant’s responsibility to have all foreign qualifications evaluated by South African Qualification Authority (SAQA) and to confirm the appropriate NQF level and to provide proof of such evaluation report.

Should you not be contacted within 3 months of closing of the advertisement, please consider your application to be unsuccessful. Failure to comply with any of the above instructions may result in the application being disqualified. Applications received after the closing date will not be considered. ALL inquires may be send to recruit.enquires@bma.gov.za

SELECTION:

Shortlisted candidates may be subjected to an interview and technical assessment(s) (which assesses the candidates’ demonstrated professional and technical competency against the job requirements and duties).

Candidates potentially considered suitable after the interview and technical test(s) for senior positions, will be subjected to a competency assessment (which tests the Candidates’ demonstrated proficiency in the professional dimensions attached to the level of the post); Employment suitability checks (credit, criminal, citizenship, employment references and qualification verifications), will also be conducted.

Vetting/security clearance appropriate to the level of the position is mandatory. Applicants must be South African citizens.

CLOSING DATE: 27 DECEMBER 2024