Administrative Officer

Dream job Link; Pretoria; On-site; ZAR 276,000 - 384,000; Full time

Job summary

City of Tshwane Metropolitan Municipality in Pretoria Central, Water and Sanitation Infrastructure Planning, seeks an Administrative Officer to support data capture, complaint logging, and secretarial duties.

You will handle calendars, meeting minutes, official correspondence, and filing to ensure governance standards and timely reporting. Applicants need Matric, 6 months admin experience, and MS Office proficiency.

Qualifications

• Grade 12 (Matric) certificate.
• At least 6 months’ practical experience in administrative support services, secretarial functions, or data capturing.
• Strong computer literacy (MS Word, Excel, PowerPoint, Outlook).
• Must undergo a mandatory criminal record check (TMPD fingerprints at own expense).

Responsibilities

• Capture daily water conservation data and meter logs into databases/Excel models.
• Log and route water conservation inquiries and complaints; generate reference numbers.
• Provide secretarial support: calendars, agendas, minutes; distribute documentation.
• Draft official correspondence, manage calls, and maintain filing for audits.

Skills

Data capturing

MS Office proficiency

Organization & detail

Communication & writing

Teamwork

Education

Grade 12 (Matric)

Tools

MS Office

Job description

Employer: City of Tshwane Metropolitan Municipality

Department: Water and Sanitation Business Unit

Division: Water and Sanitation Infrastructure Planning and Implementation

Section: Water Conservation and Demand Management

Reference Number: PWWS461-2026

Duty Center: Pretoria Central, Gauteng, South Africa

Job Level: Level T7

Salary Scale: R 276 264.00 to R 383 700.00 Basic Salary per annum (Estimated total package: R 383 567.00 to R 520 312.00 per annum)

SAP Position Number: S70006836

1. Executive Purpose & Municipal Operational Context

The City of Tshwane Water and Sanitation Business Unit manages regional water infrastructure, demand control, leak detection, and conservation strategies across the metropolitan area. The Water Conservation and Demand Management section relies on accurate field data, customer feedback tracking, and streamlined administrative workflows to maintain municipal water security.

Operating at Job Level T7, the Administrative Officer (Ref No: PWWS461-2026) manages data flows, administrative documentation, municipal complaints logging, and secretarial support. Serving as the primary administrative link between field engineers, municipal call centers, and senior section managers, this post ensures that water conservation data, leak complaints, and operational records are processed accurately in compliance with municipal governance standards.

2. Core Operational Workflows & Functional Responsibilities

1. Data Capturing & Technical Records Management (30%)

• Capture daily water conservation data, flow meter readings, pressure management metrics, and leak detection logs accurately into municipal database systems and MS Excel models.
• Cross-check field reports submitted by technicians and water inspectors for completeness, flagging discrepancies or missing technical data.
• Maintain digital and physical registries of infrastructure projects, demand management interventions, and water audit records.

2. Water Complaint Logging & Inquiry Processing (25%)

• Receive, screen, and record incoming water conservation inquiries, non-revenue water alerts, pipe burst notifications, and supply complaints from the public and municipal call centers.
• Route logged complaints and service requests to designated field engineers and technical teams, generating reference tracking numbers for follow-up.
• Monitor ticket resolution timelines, update query status logs, and provide feedback to internal stakeholders and members of the public.

3. Secretarial & Executive Meeting Support (20%)

• Provide secretarial services to the Section Head and divisional managers, including calendar management, appointment scheduling, and venue arrangements.
• Prepare meeting agendas, compile board packs, assemble technical presentation slides, and distribute meeting documentation prior to scheduled sessions.
• Take, transcribe, and distribute official meeting minutes, tracking action items to ensure section deliverables are met.

4. General Administration & Communication Services (25%)

• Manage incoming and outgoing telephonic services, routing calls professionally and taking detailed messages for technical staff.
• Draft official municipal correspondence, internal memorandums, routine administrative reports, and email notices.
• Manage section stationery inventory, issue office supplies, process purchase requisitions, and maintain organized archiving systems for internal and external audit readiness.

3. Operational Performance Indicators (KPIs)

• Data Integrity Capture field water audit data and meter logs. 100% accurate data capture within 24 hours of submission.
• Complaint Routing Log water-related complaints and dispatch tickets. Dispatched to technical teams within 1 hour of receipt.
• Minutes & Agendas Compile meeting documentation and minutes. Agendas sent 48h prior; minutes finalized within 72h post-meeting.
• Document Filing Archive section correspondence and records. 100% audit-compliant physical and digital file structures.

4. Selection Criteria & Candidate Specifications

Mandatory Requirements:

• Educational Qualification: Grade 12 (Matric) Certificate.
• Work Experience: At least 6 months’ practical working experience in administrative support services, secretarial functions, or data capturing.
• Computer Proficiency: Strong computer literacy (proven skill in MS Office suite: Word, Excel, PowerPoint, Outlook).
• Vetting Requirement: Must undergo a mandatory criminal record check, allowing fingerprints to be taken by the Tshwane Metro Police Department (TMPD) at own expense.

Core Competencies & Personal Attributes:

• Communication & Writing: Excellent verbal communication and professional business writing skills for drafting memos and minutes.
• Organization & Detail: Superior organizational capability, meticulous attention to detail, and methodical filing habits.
• Stress Management: Ability to handle high call volumes, prioritize tasks under pressure, and consistently meet municipal deadlines.
• Teamwork: Strong interpersonal skills and ability to work collaboratively within a multi-disciplinary engineering environment.

5. Application Preparation & Enquiries

• Employer: City of Tshwane Metropolitan Municipality
• Reference Number: PWWS461-2026
• Duty Station: Pretoria Central (Water and Sanitation Infrastructure Planning)
• Enquiries: P Ngobeni (012 358 5824), M Nkadimeng (012 358 6043), or D Nkhuna (012 358 3821)
• Application Checklist: Complete the official City of Tshwane job application form, attach a detailed CV, certified copy of Matric certificate, certified ID copy, and proof of administrative experience.