Department of Defence Secretary Vacancy 2026: Entry-Level Government Job

• Department: Department of Defence
• Position: Secretary
• Reference Number: CSD/32/35/26
• Salary: R237,453 – R279,708 per annum
• Salary Level: Level 05
• Location: Department of Defence Headquarters Unit, Armscor Building, Erasmuskloof, Pretoria
• Minimum Qualification: Grade 12 / Matric
• Job Category: Government Administration / Secretarial Services
• Application Method: Email, post or hand delivery

About the Department of Defence Secretary Position

The Department of Defence invites suitably qualified applicants to apply for an entry-level Secretary position at its Headquarters Unit in Pretoria, Gauteng. The position offers an opportunity for candidates with a Grade 12 certificate and relevant administrative skills to pursue a career in the South African public service.

The successful candidate will provide secretarial and administrative support to the Deputy Chief of Staff of the South African National Defence Force (SANDF). The role involves coordinating office activities, managing correspondence, arranging meetings, maintaining records and assisting with travel-related administration.

Secretarial support is an important part of effective government administration. Offices that support senior officials depend on accurate record-keeping, organised schedules, professional communication and the timely preparation of documents. The appointed candidate will be expected to help ensure that the office operates efficiently and that administrative tasks are handled according to departmental procedures.

This opportunity may interest applicants who have strong organisational skills, communicate effectively in English and can manage confidential information responsibly. Candidates who have completed additional studies in administration or a related field may have an advantage, although a degree or diploma is listed as beneficial rather than a minimum requirement.

The position is based at the Department of Defence Headquarters Unit at the Armscor Building in Erasmuskloof, Pretoria. Applicants should carefully review the requirements and prepare their application according to the instructions provided in the vacancy notice.

Job Details

• Position Title: Secretary
• Reference Number: CSD/32/35/26
• Department: Department of Defence
• Workplace: Department of Defence Headquarters Unit
• Building: Armscor Building, Erasmuskloof
• City: Pretoria
• Province: Gauteng
• Salary Range: R237,453 – R279,708 per annum
• Salary Level: Level 05
• Minimum Education: Grade 12 / Matric certificate
• Additional Qualification: A degree or diploma will be advantageous

Key Responsibilities

The appointed Secretary will provide a range of administrative and organisational services to support the Deputy Chief of Staff SANDF. Applicants should understand that the role involves both routine office duties and the coordination of activities that require accuracy, discretion and effective communication.

Secretarial and Administrative Support

• Provide secretarial support to the Deputy Chief of Staff SANDF.
• Receive telephone calls and direct them to the appropriate officials or offices.
• Manage incoming and outgoing correspondence for the office.
• Draft routine correspondence, reports and other administrative documents.
• Maintain an organised filing system for documents and records.
• Collect relevant documents required by the Deputy Chief of Staff for meetings and other official activities.
• Check documents submitted for approval to ensure that they comply with established departmental norms and standards.
• Administer office matters such as leave-related arrangements for the Deputy Chief of Staff.

Diary Management and Meeting Coordination

• Record appointments and official events in the Deputy Chief of Staff’s diary.
• Arrange meetings and official events as required.
• Book suitable meeting venues and coordinate invitations to relevant participants.
• Arrange refreshments and prepare schedules for meetings and events.
• Record basic meeting minutes and maintain the relevant documentation.
• Ensure that the necessary documents are collected and organised before scheduled meetings.

These duties require careful planning and attention to detail. The successful candidate must be able to manage competing priorities, keep schedules updated and ensure that meeting arrangements are communicated clearly to the relevant participants.

Travel and Financial Administration

• Liaise with travel agencies to arrange official travel for the Deputy Chief of Staff.
• Process travel and subsistence claims in accordance with applicable procedures.
• Process invoices arising from the activities of the office.
• Assist with the procurement of standard office items, including stationery and refreshments.
• Operate office equipment such as photocopiers and fax machines.

Applicants should be comfortable handling administrative records and following established processes when dealing with invoices, travel claims and office purchases. Accuracy is important because these tasks may involve financial documents and official departmental records.

Compliance and Departmental Procedures

• Remain familiar with the procedures and processes applicable within the Department of Defence.
• Study relevant public service regulations, departmental policies and other official documents.
• Apply the relevant administrative procedures correctly when performing assigned duties.
• Handle official documents and information with appropriate care and discretion.
• Support the efficient and effective functioning of the office through organised administration.

The position requires a responsible approach to handling information and following departmental requirements. Candidates should be prepared to learn applicable procedures and apply them consistently in their daily work.

Minimum Requirements

Applicants should meet the stated educational requirements and demonstrate the administrative abilities needed for a secretarial position. The vacancy notice lists the following requirements and desirable attributes:

• Matric Certificate: Applicants must have a Grade 12 certificate or an equivalent Matric qualification as specified in the vacancy notice.
• Additional Qualification: A degree or diploma will be advantageous but is not stated as compulsory.
• Computer Literacy: Applicants should have knowledge of Microsoft Word, Excel and PowerPoint.
• Typing Skills: Candidates must have typing skills suitable for preparing correspondence, reports and other office documents.
• English Proficiency: Applicants must be proficient in written and spoken English.
• Analytical Thinking: The ability to analyse documents and situations and identify appropriate responses is required.
• Problem-Solving: Candidates should be able to approach administrative challenges logically and find practical solutions.
• Interpersonal Skills: Applicants should communicate professionally and work effectively with different people.
• Organisational Skills: The role requires the ability to manage appointments, correspondence, records and competing tasks.
• Reliability: Candidates must demonstrate responsibility and consistency when performing assigned duties.
• Tact and Discretion: Applicants must be able to handle sensitive workplace matters appropriately.
• Secretarial Skills: Strong administrative and secretarial abilities are important for the position.

Skills That Can Strengthen Your Application

Beyond meeting the minimum requirements, applicants should highlight relevant abilities that demonstrate their readiness to perform secretarial and administrative duties in a government office.

Microsoft Office Skills

Knowledge of Microsoft Word can assist with preparing letters, reports and other documents. Excel may be useful for organising information and maintaining records, while PowerPoint can support the preparation and presentation of information when required.

Applicants should accurately describe their computer skills in their CV and avoid claiming proficiency in software or tasks they cannot perform.

Communication and Interpersonal Skills

A Secretary regularly communicates with officials, colleagues, visitors and external service providers. Clear written communication and professional telephone etiquette can help ensure that information reaches the correct people and that enquiries are handled appropriately.

Time Management and Organisation

Managing diaries, arranging meetings and processing correspondence requires good planning. Applicants should highlight genuine examples of how they organise tasks, meet deadlines and keep information in order.

Confidentiality and Professional Conduct

The position supports a senior SANDF official and may involve sensitive administrative information. Tact, discretion, reliability and respect for departmental procedures are therefore important qualities for the successful candidate.

Analytical and Problem-Solving Abilities

The ability to review documents, identify missing information and recognise administrative issues can help prevent errors and support efficient office operations. Applicants should highlight relevant experience or examples that demonstrate these abilities.

Who Should Consider Applying?

This opportunity may be suitable for candidates who have completed Matric and are interested in secretarial work, office administration or a career in government. It may also appeal to applicants with a relevant diploma or degree who want to use their administrative and organisational skills in the public service.

Before applying, candidates should consider whether they can demonstrate the required computer knowledge, English proficiency, typing ability and professional conduct. They should also be comfortable coordinating appointments, handling correspondence and working within formal administrative procedures.

The supplied vacancy information does not specify a separate age restriction or state that previous work experience is compulsory. Applicants should consult the official vacancy notice for any additional eligibility conditions that may apply.

How to Prepare Your Application

The Department of Defence requires applicants to submit a completed Z83 application form accompanied by a recently updated CV. Preparing these documents carefully can help ensure that the recruitment team receives the information needed to assess your application.

1. Update your CV: Include your contact details, educational qualifications, computer skills, typing ability and any relevant administrative experience.
2. Complete the Z83 form: Fill in the required information accurately and ensure that all applicable sections are completed.
3. Use the correct reference number: Clearly indicate CSD/32/35/26 on your application.
4. Identify the position and location: Specify that you are applying for the Secretary position at the Department of Defence Headquarters Unit in Pretoria.
5. Check your documents: Ensure that your CV is updated and that the information in your application is consistent and accurate.
6. Choose an accepted submission method: Submit your application by email, post or hand delivery using the details provided below.
7. Keep a copy: Retain copies of your application and the documents you submit for your own records.

Documents Required

According to the supplied application instructions, the initial application must include the following:

• A completed Z83 application form.
• A recently updated CV.

Only shortlisted candidates will be required to submit certified copies of their identity documents, qualifications and recent academic transcripts or records. Applicants should follow the department’s instructions regarding when and how these supporting documents must be provided.

Do not assume that additional documents are compulsory at the initial stage unless the official vacancy notice specifically requests them.

How to Submit Your Application

Applicants may submit their applications using one of the three methods listed in the vacancy information: email, post or hand delivery. Ensure that the reference number, position title and area or centre are indicated on the application form.

Option 1: Apply by Email

Send your completed Z83 form and updated CV to the following email address:

Email: Carles.Balie@dod.mil.za

Use a clear email subject that identifies the Secretary position and reference number CSD/32/35/26. Attach the required documents and check that the files open correctly before sending your application.

Option 2: Apply by Post

Applicants who prefer to submit their documents by post can use the following postal address:

Department of Defence Headquarters Unit
Armscor Building
Private Bag X161
Erasmuskloof
Pretoria
0001

Allow enough time for postal delivery and ensure that your application is addressed correctly.

Option 3: Hand-Deliver Your Application

Applications may also be hand-delivered to the following address:

Armscor Building 370
Corner of Nossob and Boeing Street
Erasmuskloof
Pretoria
0001

Before travelling to submit your application, confirm any relevant delivery arrangements and ensure that your documents are complete.

Important Application Advice

• Use the correct reference number: CSD/32/35/26.
• Make sure your Z83 form is complete and accurate.
• Submit a recently updated CV.
• Clearly identify the Secretary position and Pretoria location on your application form.
• Use one of the submission methods specified in the vacancy information.
• Keep your telephone number and email address up to date in case the department needs to contact you.
• Prepare certified copies of your ID, qualifications and recent academic records in case you are shortlisted and asked to submit them.
• Check the official advertisement for the closing date and any additional instructions before submitting your application.

Frequently Asked Questions

What is the reference number for the Secretary vacancy?

The reference number is CSD/32/35/26. Applicants should include it on their application form and use it when identifying the vacancy in relevant correspondence.

What is the salary for the Department of Defence Secretary position?

The advertised salary is R237,453 to R279,708 per annum at salary level 05.

Is Matric required to apply?

Yes. A Grade 12 or Matric certificate is listed as a minimum requirement. A degree or diploma will be advantageous but is not specified as compulsory.

Which computer skills are required?

Applicants should have knowledge of Microsoft Word, Excel and PowerPoint, together with typing skills and the ability to prepare and manage office documents.

Which documents must be submitted initially?

The supplied instructions require a completed Z83 application form and a recently updated CV. Certified copies of an ID document, qualifications and recent academic transcripts or records will be required from shortlisted candidates.

Can I submit my application by email?

Yes. The supplied vacancy information lists Carles.Balie@dod.mil.za as the email address for applications. Applicants should verify the address against the official vacancy notice before sending personal documents.

Where is the position based?

The position is based at the Department of Defence Headquarters Unit, Armscor Building, Erasmuskloof, Pretoria, Gauteng.

What is the closing date?

The closing date was not included in the information supplied for this article. Applicants should consult the official vacancy advertisement to confirm the deadline and whether applications are still being accepted.

Final Thoughts

The Department of Defence Secretary vacancy offers an opportunity for suitably qualified candidates to pursue an entry-level administrative position within the South African public service. The role involves secretarial support, diary management, meeting coordination, correspondence, travel arrangements, record-keeping and other office administration duties.

Applicants must have Matric, while a degree or diploma will be advantageous. Knowledge of Microsoft Office, typing skills, English proficiency, strong organisation and the ability to handle information with tact and discretion are important for the position.

Interested candidates should prepare a completed Z83 form and an updated CV, clearly indicate reference number CSD/32/35/26, and submit their applications using one of the specified methods. Confirm the official closing date and verify the application details before submitting your documents.