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Clerk: Transport Administration

Western Cape Provincial Parliament - Cape Town, Western Cape

Closing date yi 23 ka February 2024

Administration Full-Time State-Owned Entity Facebook Schedule Driver's License

Regrettably, this position has been removed.


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

  • 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.

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.


  • Provide assistance with driving on an ad hoc basis as directed by the Senior Officer: Logistics.
Additional Information
  • While we have tried to ensure the accuracy of the information, Salary Magazine cannot accept any responsibility or liability for any errors or omissions.
  • You should always check with the Job Center or employers directly to confirm the details are still accurate before applying.
  • If you need further help with this job or any other, please feel free to ask.
  • Best of luck with your job application!

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