Clerk: Transport Administration

Purpose

• This role is part of the logistics unit and reports to the Senior Officer

Requirements

• A minimum of a Matric/Grade 12 qualification.
• A Minimum of 2 years hands proven experience with administrative processes in a similar and/or administration environment.
• 2 years of demonstrable experience in co-ordinating a help desk facility.
• 1-year hands-on experience with procurement processes.

Skills & Competencies

• Beginner to intermediate level MS Excel and MS Word skills.
• Added advantages in this role include the knowledge of Government Vehicle and Transport Regulations.

Responsibilities

Transport Administration:

• Ensure that all trip authorities are fully completed by users.
• Ensure that all other relevant documentation regarding transport is completed.
• Monthly reconciliations of invoices, preparation of invoice summary document for sign-off, and closing of logbooks/Capture info on Nedfleet system.
• Implementation of changes to tariff structure.
• Attend user group meeting at GMT and provide feedback.
• Ensure that all traffic fines are administered and followed up.
• Assist with loss control/accidents related matters.
• Maintain a register for all driver and vehicle licenses.
• Liaise with Government Motor Transport regarding the exchange of vehicles.
• Provide assistance to drivers/staff after official hours.
• Liaise with VIP Protectors/drivers of the office of the Speaker/Deputy and provide advice.
• Facilitate maintenance and repair of vehicles.
• Provide reports on vehicle related matters.
• Check the validity of vehicle licenses and renew as required.
• Hiring of appropriate vehicles for executive members and staff.

Parking Administration:

• Monthly parking reconciliation.
• Issuing of monthly parking/yearly parking discs.
• Allocation of parking bays in terms of approved policy.
• Logistical support regarding parking arrangements for special events such as opening of parliament.
• Liaison with Dept of Community Safety /SAPS.

Procurement Administration:

• Perform the functions of chief user clerk.
• Update of procurement files/register.
• Electronic recordkeeping of all expenditure.
• Maintenance of a procurement and invoice register between Logistical Services and SC&AM.
• Creation of specifications.
• Source the most economical quotes.
• Liaison with admin officer/clients/service providers regarding specification of goods and services.
• Follow up on order numbers and outstanding payment of goods and services with SCM.

Catering Administration:

• Ensure that all logistical support is provided for the sitting which include:
  • Catering arrangements for each sitting for Members of Parliament.
  • Catering attendance register is compiled and monies collected in terms of financial prescripts.

Facilitate bookings of venues:

• Administer and control of bookings of facilities.
• Ensure that necessary documentation is prepared and signed for Auditorium.
• Liaise with internal and external stakeholders to ensure an efficient service is rendered.
• Ensure that venues are clean before and after usage.
• Key controller to ensure venues is open and closed on time and proper record.

Co-ordination of Logistics help desk:

• Maintain and updated register on a weekly basis of all incidents and requests (excel spreadsheet).
• Keep line functionaries informed of developments regarding status of calls.

Co-ordination of Precinct and cleaning services:

• Report maintenance incidents and requests via the Building Facilities Manager.
• Liaise with the Facilities Manager to ensure work is completed within required timeframes as per SLA.
• Keep line Members and staff informed of the call statuses.
• Ensure that cleaning services is executed as per service level agreement with the Department of Infrastructure.
• Provide a weekly report to the Senior Officer: Logistics regarding state of facilities.
• Inspection of all facilities on a daily basis.
• Ensure that all venues are properly cleaned before and after usage.
• Assist with the movement of furniture as required.

Driving:

• Provide assistance with driving on an ad hoc basis as directed by the Senior Officer: Logistics.

Additional Information

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When applying for this role, please ensure that you:

• Submit a recently updated CV
• Attach originally certified copies of all relevant qualifications
• Attach an originally certified ID copy