The North West Department of Public Works and Roads is inviting applications for its Managers Secretaries Internship program. This opportunity targets highly motivated individuals who have completed their tertiary education in Office Management or Management Assistant studies. Successful candidates will join a committed team in various district offices, contributing significantly to the administrative functions of the department.

Overview Managers Secretaries Internship

Stipend Details

  • R7,043.31 per month for a 24-month contract
  • R5,898.50 per month for an 18-month contract

Placement Centers and Reference Numbers

  • Head Office-Mmabatho
    • Reference No: H/O 002/2024
    • Posts Available: 7
  • District Ruth Segomotsi Mompati
    • Reference No: RSM 002/2024
    • Posts Available: 1
  • District Ngaka Modiri Molema
    • Reference No: NMM 002/2024
    • Posts Available: 1
  • District Kenneth Kaunda
    • Reference No: KK 002/2024
    • Posts Available: 1
  • District Bojanala
    • Reference No: BOJ 002/2024
    • Posts Available: 1

Key Requirements

  • Minimum Requirement: Applicants must possess a Grade 12 Certificate.
  • Higher Education: A minimum of a National Diploma or Bachelor’s Degree is required.
  • Preferred Qualification: Possession of an N6 Certificate from TVET Colleges in Office Management or Management Assistant is preferred.
  • Equity Targets: The program aims to promote representativity including race, gender, and disability in line with the Department’s Employment Equity Plan. Individuals from designated groups and those with disabilities are strongly encouraged to apply.

Skills Required

  • Scheduling and Organizational Proficiency: Ability to manage complex schedules and maintain organized filing systems that are essential for the efficiency of office operations.
  • Document and Record Management: Expertise in handling sensitive documents and maintaining confidentiality while managing extensive records accurately and systematically.
  • Office Equipment Handling: Skilled in the use of standard office equipment such as printers, copiers, and scanners, ensuring smooth daily operations.
  • Software Competence: Advanced skills in Microsoft Office Suite are crucial. Proficiency in Word for document creation, Excel for data analysis and reporting, and PowerPoint for crafting impactful presentations.
  • Digital Communication Tools: Familiarity with electronic mail systems such as Outlook and other office productivity software like Microsoft Teams or Slack to enhance communication and project management.
  • Verbal and Written Communication: Exceptional ability to communicate clearly and persuasively in both spoken and written forms, ensuring clarity and effectiveness in all communications.
  • Correspondence Drafting Skills: Adept at drafting clear, concise, and effective emails, memos, and reports tailored to diverse audiences, enhancing information flow and decision-making.
  • Collaborative Teamwork: Demonstrated ability to work effectively within diverse teams, contributing to a cooperative working environment.
  • Conflict Resolution: Skills in mediating disputes and finding mutually acceptable solutions, vital for maintaining harmony within the team.
  • Customer Service Orientation: Excellent customer service skills for interacting not just with the public but also with internal colleagues, ensuring all interactions are handled with professionalism and courtesy.
  • Quick Learner: Ability to quickly grasp new technologies and administrative processes, essential in a rapidly changing work environment.
  • Adaptability: Flexible in adapting to new challenges and changes in workflow, which is critical in a dynamic governmental department.

Duties and Responsibilities

  • Preparation and Archiving: Carefully prepare, file, and archive all relevant documents and correspondence to ensure they are preserved and retrievable for future reference.
  • Distribution: Ensure timely and accurate distribution of documents to relevant stakeholders, facilitating efficient communication and operations.
  • Scheduling and Organization: Manage the scheduling of meetings, including coordinating times, booking rooms, and ensuring all necessary parties are informed.
  • Agenda Preparation and Minute Taking: Prepare detailed agendas prior to meetings and take comprehensive minutes during meetings to document discussions and decisions.
  • Logistics Coordination: Arrange all logistics for meetings and other office events, including catering, transportation, and technology setup, ensuring events run smoothly.
  • Calendar Management: Provide meticulous management of calendars and appointments for senior managers, helping to optimize their time and priorities.
  • Administrative Support: Offer broad administrative support to managers, aiding in various tasks that facilitate their duties.
  • Report Generation: Assist in the preparation and analysis of reports that monitor departmental functions and progress.
  • Presentation Creation: Develop presentations for internal and external use, ensuring they are clear, professional, and effectively convey the intended message.
  • Record Maintenance: Maintain comprehensive and accurate records that are crucial for the integrity and accountability of the department.
  • Data Management: Perform precise data entry tasks to ensure that all departmental databases are up-to-date and reflect current information.
  • Query Handling: Serve as a primary point of contact for queries from the public and other departments, ensuring that all inquiries are addressed promptly and professionally.
  • Information Dissemination: Provide timely and accurate information in response to internal and external requests, helping to maintain the department’s reputation for responsiveness and reliability.
  • Policy Adherence: Ensure strict adherence to all departmental policies and procedures, contributing to the lawful and ethical operation of the department.
  • Process Improvement: Assist in the implementation of new administrative processes and systems aimed at improving efficiency and effectiveness, suggesting improvements based on observed challenges.
  • Skill Enhancement: Engage in training sessions to enhance skills relevant to your duties, such as advanced document management or effective communication techniques.
  • Knowledge Sharing: Participate in workshops that allow for the sharing of best practices and new technologies that could benefit the department.

Application Details

  • Closing Date: 07 May 2024
  • Application Process: Applications must include a completed New Amended Z83 Form, a current CV detailing education and competencies, and contact information for three referees. It’s mandatory to mention the Intern Programme, the Reference number, and the Centre on the Z83 Form.
  • Submission: Send applications to Human Resource Management, Public Works and Roads, or hand-deliver to Registry Office no. 133, Ground Floor, East Wing – Old Parliament Building Complex, Modiri Molema Road.
  • Contact Person: Ms. M.E Motshologane, Tel No: (018) 388 4256
  • Selection Process: Candidates will undergo a thorough selection process including suitability checks and interviews.

The Managers Secretaries Internship program at the North West Department of Public Works and Roads offers a structured pathway into the public sector through rigorous training, substantial responsibility, and real-world administrative experience.

If you meet the requirements and are looking for an opportunity to kickstart your career in public administration, this could be the perfect opportunity for you.