Senior Administrative Officer (Corporate Support Services) Ref LOCMA 38

Requirements

• A relevant NQF level 6 qualification as recognised by SAQA. Three (3) years' experience in administration. Knowledge of administrative procedures. Disciplinary knowledge of labour law. Knowledge of the dispute resolution process.
• Knowledge of labour relations policies. Understanding of social and economic development issues. Basic financial management and knowledge of the PFMA. Knowledge management. Problem solving and analysis. People and diversity management. Client orientation and customer focus. Communication, accountability and ethical conduct.

Duties

• The incumbent will be responsible for providing effective administrative, corporate travel and facilities support services for LOCMA operations.
• Coordinate pool vehicle usage, including processing trip authorisations and allocating vehicles to officials, conducting pre- and post-trip inspections of pool vehicles, monitoring vehicle servicing and ensuring that maintenance follows the service schedule, assigning drivers to support officials when needed, updating and maintaining an accurate pool vehicle register, and coordinating Transport Advisory Committee meetings and serving as secretariat.
• Coordinate corporate travel and short-term vehicle rentals, including arranging official travel bookings with the travel agency in line with policy, following departmental cost containment guidelines when processing bookings, obtaining and distributing monthly invoices to officials for trip acknowledgement, compiling and submitting monthly travel expenditure reports to Finance, verifying travel claims and processing reimbursements, processing requests for short-term vehicle rentals for official travel, and managing trip authorisation forms and handling emergency and after-hours bookings.
• Administer the subsidised vehicle scheme, including overseeing the administration of subsidised vehicles (Scheme A and B) in the region, processing travel claims and facilitating reimbursements, conducting quarterly inspections before and after trips, organising Advisory Committee meetings for the schemes, keeping updated records and spreadsheets for subsidised vehicles, conducting spot checks to ensure compliance with scheme guidelines, and monitoring Scheme A mileage and ensuring correct entry into Mela.
• Perform facilities and office services operations, including coordinating maintenance for offices and state houses, providing effective cleaning and general support services to facilitate smooth and efficient operations, facilitating corporate and auxiliary service meetings, supervising daily reception operations, ensuring that the work environment is safe, clean and well maintained, performing monthly inspections of office buildings and state houses, managing office space allocation and booking in the region, and scheduling and preparing boardrooms for meetings.
• Process telephone and data services requests, including administering the ordering, delivery and payment of telephone and data accounts in line with policy, distributing PIN codes for outgoing calls and ensuring that Wi-Fi is operational, responding to public and stakeholder complaints regarding telecommunication services, distributing and processing monthly phone accounts for payment, and managing departmental mobile phones within the region.
• Provide procurement support, including managing procurement processes within the component, processing and tracking payments for goods and services acquired, reviewing invoices and claims from service providers to ensure alignment with contractual terms, and keeping accurate procurement records and ensuring proper filing.