Job Overview
The role involves providing precise administrative support to the business, ensuring compliance with regulatory requirements, and timely, accurate transactional processing across various systems.
Qualifications
- Grade 12
Experience
- 3 years of relevant experience in general administration
- 2 years of experience in AX administration
Advantageous Experience
- 1 year of experience with Isometrics
- 1 year of SHERQ administration
Key Duties
Stock Movement and Transaction Processing
- Capture stock movements in real-time with accuracy.
- Process transactions promptly and accurately using AX/QAD or other systems.
- Expedite and distribute orders.
- Generate and print delivery notes before dispatching consignments.
- Assist stock controller with variance fault finding.
Procurement and Compliance
- Request quotes when necessary.
- Process requisitions and purchase orders on relevant systems.
- Handle logistics purchase agreements and load information.
- Follow up on product deliveries.
- Generate and expedite purchase orders for PPE, consumables, packaging materials, seals, stationery, and ad hoc repairs and maintenance for fleet and facilities.
Information Management
- Reconcile and process overtime and payroll information on relevant systems.
- Update asset records, including fleet and asset register.
- Reconcile site petty cash records and create summary reports.
- Coordinate transport permit applications.
- Maintain accurate filing and document control through e-filing on SharePoint or physical filing as required.
- Reconcile and file customer signed delivery notes.
Training and SHERQ Compliance
- Schedule necessary training, including medicals and inductions.
- Keep training records up-to-date and assist during audits.
- Record incident and resource utilization information on the SHERQ system.
- Prepare and submit monthly SHERQ summary reports to the Safety Officer.
- Maintain contractor packs and on-site safety files according to Occupational Health and Safety Policy.
Job Competencies
- Proficiency in MS Office (Word, Excel, Outlook).
- Mature, task-driven, and self-motivated individual.
- Ability to meet strict daily processing and administrative targets.
- Strong organizational, administrative, planning, and coordinating skills.
- Good verbal and written communication skills.
Impact and Key Relationships
- Ensures administrative efficiency, safe and up-to-date record-keeping, reliable real-time data, and customer satisfaction (internal and external).
- Maintains regulatory compliance.
- Interacts with senior management, management, country managers, customers, support teams, operations, and other relevant stakeholders.