Administration Clerk – Internal Audit
Job Details
- Job Title: Administration Clerk
- Post Number: POST 22/233
- Component: Internal Audit
- Employment Type: Permanent
- Salary: R237,453 per annum (Salary Level 5)
- Location (Free State Post): Bloemfontein
- Reference Number (Free State): IA29/06/2026
- Other Available Location:
- Western Cape – IA28/06/2026 (1 Post)
Job Description
The Administration Clerk provides comprehensive administrative and secretarial support to the Internal Audit Component. The role is responsible for managing correspondence, maintaining document control systems, processing incoming and outgoing mail, coordinating travel and subsistence arrangements, maintaining administrative records, and providing general office support to ensure the efficient operation of the Internal Audit office.
The successful candidate will perform a variety of administrative duties while maintaining professionalism, accuracy, confidentiality, and excellent customer service in a government environment.
Key Responsibilities
Administrative Support
- Provide general administrative support to the Internal Audit office.
- Assist with daily office administration.
- Maintain accurate administrative records.
- Support the Provincial Head with administrative functions.
- Ensure smooth office operations.
Document Management
- Type reports, letters, memorandums, and other official documents.
- Maintain document control systems.
- Monitor the flow of documents within the office.
- File and archive documentation accurately.
- Maintain confidential records.
Records Management
- Keep records of collected and distributed documents.
- Maintain document registers.
- Ensure proper filing and retrieval of records.
- Update administrative records regularly.
Mail Administration
- Scrutinize incoming mail.
- Capture incoming and outgoing correspondence.
- Distribute official documents to relevant stakeholders.
- Ensure timely processing of correspondence.
Vehicle Administration
- Complete monthly vehicle allowance returns.
- Prepare and submit vehicle-related administrative documentation.
- Maintain accurate vehicle records.
Secretarial Support
- Provide secretarial assistance to management.
- Assist with meeting administration.
- Prepare administrative documents and correspondence.
- Support office scheduling and coordination.
Travel Administration
- Arrange official travel for staff.
- Coordinate travel bookings.
- Process subsistence and travel allowance documentation.
- Ensure compliance with government travel procedures.
Bring Forward System
- Maintain an effective bring-forward (follow-up) system.
- Track outstanding actions and deadlines.
- Ensure timely follow-up on pending matters.
Minimum Requirements
Educational Requirements
- Grade 12 / Senior Certificate / NCV Level 4 or an equivalent qualification.
- Qualification must be NQF Level 4 and recognized by South African Qualifications Authority.
Language Requirements
- Proficient in English and at least one other official South African language.
Citizenship Requirements
- South African citizen.
- Documentary proof of citizenship required at the interview.
Advantageous
- Relevant administrative or office management courses.
Required Skills
Administrative Skills
- Office administration
- Secretarial support
- Records management
- Filing and document control
- Data capturing
- Office coordination
- Report preparation
- Correspondence management
Computer Skills
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Office Suite
- General computer literacy
Communication Skills
- Written communication
- Verbal communication
- Professional correspondence
- Interpersonal skills
- Customer service
Organizational Skills
- Planning and organizing
- Time management
- Attention to detail
- Administrative coordination
- Multitasking
Problem-Solving Skills
- Analytical thinking
- Decision-making
- Initiative
- Ability to resolve administrative issues
Key Competencies
- Ability to work independently.
- Professionalism and credibility.
- Accountability and integrity.
- Strong administrative skills.
- Excellent organizational ability.
- Good planning and coordination skills.
- Strong verbal and written communication skills.
- Excellent interpersonal skills.
- Customer-focused approach.
- Attention to detail and accuracy.
- Ability to work under pressure.
- Willingness to work extended hours when required.
- Confidentiality and discretion.
- Dependability and reliability.
- Strong teamwork and collaboration skills