Hiring Now | Secretary Jobs (x2 Posts) | Pretoria, Gauteng | Permanent Government Positions Available
The Department of Defence, Financial Management Division, is hiring two Secretaries across its Directorate Stores, Service and Related Payments and Directorate Finance Support Services in Pretoria. If you are looking for a stable government secretarial role with a competitive salary and no prior experience required, this is your chance to enter the public service and build a long-term career in executive administration and office management.
📋 Don’t miss this opportunity — two vacancies available. Apply today.
Secretary Job Overview
| Detail | Information |
|---|---|
| Job Title | Secretary (x2 Posts) |
| Department | Department of Defence – Financial Management Division |
| Post 1 Reference | FMD/01/12/26/15A — Directorate Stores, Service and Related Payments |
| Post 2 Reference | FMD/01/12/26/15B — Directorate Finance Support Services |
| Location | Pretoria, Gauteng |
| Salary | R228 321 – R268 950 per annum (Level 05) |
| Job Type | Permanent |
| Positions Available | 2 |
| Application Status | ✅ Open – Accepting Applications Now |
What Does a Secretary Do in the Department of Defence?
Secretaries in the Financial Management Division provide essential executive support to Directors across two key directorates. In this role, you will manage the Director’s diary, handle correspondence, arrange meetings and travel, take minutes, type official documents, and ensure the office runs smoothly and professionally at all times. You will also be responsible for procurement of office requirements, maintaining inventory, and delivering outstanding secretarial and administrative support in a structured government environment.
This is a professional, office-based administrative role that requires computer literacy, good communication skills, strong time management, and the ability to handle a wide variety of tasks simultaneously in a busy government directorate.
Key Responsibilities of a Secretary
Executive Secretarial Support
- Render effective and efficient secretarial services to the Director on a daily basis.
- Manage the Director’s diary, correspondence, control files, and telephone calls professionally.
- Take messages accurately and ensure all calls and queries are routed to the correct person or office.
- Update and securely maintain the Director’s personal information and official records.
Document Preparation & Typing
- Type a variety of official documents including agendas, memoranda, letters, and reports to a high standard.
- Ensure all documents are correctly formatted, proofread, and submitted within required deadlines.
- Receive, register, route, and file all incoming and outgoing correspondence accurately — including agendas and minutes.
Meetings & Minutes
- Take accurate minutes in the Director’s meetings and distribute them timeously to all relevant parties.
- Ensure the Director receives meeting agendas and minutes in advance of scheduled meetings.
- Remind the Director of upcoming meetings, appointments, and document submission deadlines proactively.
Diary & Appointment Management
- Handle the Director’s diary and arrange meetings, appointments, and official engagements as directed.
- Arrange flights, accommodation, and transport for the Director and official delegations.
- Coordinate entry authorisations for visitors and receive and assist guests to the Director’s office.
- Serve tea and refreshments to the Director and office visitors as required.
Office Administration & Asset Management
- Ensure the Director’s office is tidy, professionally presented, and fully functional at all times.
- Maintain and update the office inventory and ensure all assets are accounted for.
- Manage office stationery supplies and ensure adequate stock is maintained.
- Attend to the procurement of office requirements for the Director’s office in accordance with departmental procurement procedures.
Company Values & Culture
- Uphold and actively promote the values and professional standards of the Department of Defence.
- Conduct all duties in accordance with the Public Service Regulations and departmental policies.
- Represent the Financial Management Division with professionalism, reliability, and discretion at all times.
Minimum Requirements – Secretary
To be considered for either Secretary position, applicants must meet the following requirements:
Educational Qualifications:
- Minimum Grade 12 / Matric (NQF Level 4) or equivalent — essential
- No prior experience required — entry-level candidates are welcome to apply
Job-Related Knowledge:
- Knowledge of clerical duties, practices, and working procedures
- Understanding of office asset management, stationery management, and procurement procedures
- Familiarity with government administration processes (advantageous)
Technical Skills:
- Computer literacy — proficiency in MS Office software packages (Word, Excel, Outlook) essential
- Good typing speed and document formatting ability
Skills & Competencies:
- Good telephone etiquette and professional communication manner
- Strong interpersonal skills and ability to build positive working relationships
- Adaptability and resourcefulness in managing a varied daily workload
- Strong time management skills and ability to work under pressure
- Good written and verbal communication skills in English
- Presentable, reliable, and punctual — essential qualities for an executive support role
Legal Requirements:
- Valid South African ID Document
Core Values We Look For in a Secretary
✅ Professionalism & Presentability
As the face of the Director’s office, your presentation, conduct, and communication set the tone for every interaction. We value Secretaries who take their professional image seriously at all times.
✅ Reliability & Punctuality
A Director depends on their Secretary to be present, prepared, and proactive every day. We value team members who are dependable, on time, and consistently deliver what is needed without being prompted.
✅ Discretion & Confidentiality
You will handle sensitive correspondence, personal information, and official government documents. Absolute confidentiality and discretion are non-negotiable requirements of this role.
✅ Attention to Detail
From taking accurate minutes to formatting official letters, every task requires precision. We value Secretaries who take pride in producing work that is correct, professional, and error-free.
✅ Willingness to Grow
The South African public service offers structured career development and salary progression. Secretaries who demonstrate initiative, professionalism, and a strong work ethic are well-positioned for advancement into senior administrative and management roles.
Career Growth Opportunities in Government Administration
Starting as a Secretary in the Department of Defence is an excellent foundation for a long-term public service career. For motivated individuals, clear progression is available:
- Secretary (Level 05) → Senior Secretary / Personal Assistant (Level 06–07)
- Senior Secretary → Office Manager / Executive PA (Level 07–08)
- Office Manager → Assistant Director: Administration (Level 09)
- Assistant Director → Deputy Director / Director: Administration
The public service offers job security, pension fund benefits (GEPF), medical aid (GEMS), housing allowance, and structured annual salary increases through the government pay scale.
Frequently Asked Questions – Secretary Jobs
Are there two separate positions available? Yes. Two Secretary positions are available — each under a different directorate. Reference FMD/01/12/26/15A is for the Directorate Stores, Service and Related Payments, and FMD/01/12/26/15B is for the Directorate Finance Support Services. Both are based in Pretoria.
Do I need secretarial experience to apply? No. No prior experience is required for either position. Applicants with a Grade 12 / Matric certificate and the required skills and competencies are welcome to apply.
What is the salary for these positions? Both positions are remunerated at R228 321 – R268 950 per annum (Level 05) on the government salary scale, with structured annual progression and full public service benefits.
Which reference number should I use on my application? Use the reference number for the specific post you are applying for — not the post number. FMD/01/12/26/15A for Post 1 and FMD/01/12/26/15B for Post 2. If applying for both, submit a separate application for each.
What MS Office skills are required? Proficiency in MS Office software packages is essential — particularly Microsoft Word for document preparation, Microsoft Outlook for diary and email management, and Microsoft Excel for basic record-keeping and reporting.
Who do I contact for enquiries? For Post 15A: Ms D.D. Nchabeleng, Tel: 012 392 2892 For Post 15B: Ms M.P. Mohaila, Tel: 012 392 2558/9
How to Apply for This Secretary Job
Ready to start your government career in the Department of Defence? Apply now — do not delay.
👉 Apply for Secretary Position
By post: Department of Defence, Financial Management Division, Directorate Finance Support Service DFSS, Career Management Section, Private Bag X137, Pretoria, 0001
By email: Recruit3FMD@dod.mil.za
By hand delivery (Pretoria applicants only): Poynton Building, 195 Bosman Street, Pretoria — place application in wooden post box number 5 at Reception.
Include your CV and certified copies of your identity document and Grade 12 certificate. Quote the reference number (not post number) clearly on your application. If applying for both posts, submit a separate application for each reference number.
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