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Full-time Administrative Officer

at South African Post Office in Port Elizabeth


JOB TITLE: ADMINISTRATIVE OFFICER

Reports to
Chief Administrative Officer / Senior Administrative Officer
Summation
Performs all or some of the administrative duties
related to the Operational / Compliance related / Personnel
support function within the Mail Processing environment.
Key Responsibilities
1. Human Resources
Liaise with internal customers on all staff related matters / Capturing of allowances (nightshift
, acting &
transport) / Obtaining incident numbers for leave forms / Recording leave forms incident numbers / Forward
the leave forms to Back office / Assist with salary related queries / Assist employees with the completion of
HR forms / Maintain the LAS
system ito all leave related issues
2. Labour Brokers
Process initiation of resources required / Verify invoices from Labour Brokers / Report any variances / Capture
the Invoice details / Forward for budget Check & approval / Capture the Invoice details o
n spread sheet /
Forward for payment
3. Finances
Capture purchase requisitions on My sap / Forward the requisitions for approval & budget check / Follow
-
up
on the requisitions / Verify if the invoice details are correct / Report any variances / Prepare spr
eadsheet for
requisitions / Capture the invoices details for payment / Forward the invoices for payment / File records
4. Office administration
Assist the secretary of the Senior Manager from time to time as required / Attend to managements requests /
Prep
are weekly/monthly reports for Management / Assist with photocopies within Mail Centre / Travel to the
hubs/ Back office & head office if necessary

staff related documentation and obtaining of stock / Scheduling
& notifying e.g. disciplinary, grievance,
incapacity meetings / Attend management Meetings (take minutes) /
Attend all meetings regarding Disciplinary/ Grievance & bilateral matters (take minutes) / Type minutes / Make
follow
-
ups if necessary / ISO documents
-
maintenance & filing / Asset register
administration
5. Risk Management & Security
Report internal incidents (IOD’s) / Organise training for OHSA related issues / Organise meetings for OHSA /
ISO related issues (night and day shift) / Attend all meetings of ISO / OHSA related issues (take mi
nutes) /
Type minutes / Conduct OHSA inspections inside the Mail Centre

complete checklist monthly / Inform
Properties of any job order maintenance / Attend to all OSHA related queries / Compile a OHSA report for all
the Mail Centres / Forward the Report
to Management / File & make follow
-
ups if necessary
6. Quality Control & Management
Collect all mail bundles, mail irregularities and registered & fast mail letters / Sort mail according to queries &
destinations (Sections) / Report on Mail irregularitie
s / Attend to Track & Trace queries / Inform Security &
Investigations on items that are not found / Mail balancing & filing / Sorting the letter bills or dispatching
sheets / Maintain a good filing system
7. Operational duty
Stores Management / Stock taki
ng / Liaise with internal & external Customers / Evaluate quotations / The
ordering of stock from Silverton & external suppliers (Vendors) / Distribution of stock to all Mail Centres in the
Region / Maintain a good filing system /
ISO documents maintenance
/ Asset register administration
Minimum
Requirements,
Qualifications and
Experience,
Knowledge,
Skills &
Abilities and
Attitudes and Attributes
MINIMUM REQUIREMENTS
QUALIFICATIONS AND EXPERIENCE

Grade 12 (NQF 4)

Driver’s licence is recommended

Experi
ence in an administrative environment / exposure
KNOWLEDGE
C
ompany Human Resources policies and procedures / MySap as a user /
MS
Word and Excel / Proficient in
written and spoken English
SKILLS AND ABILITIES
Ability to prioritise, analyse various reports
, plan and organise work activities / Proficient in written and spoken
English / Good interpersonal skills / Punctual / Initiative / Quality orientated / Ability to work in a team and
independently / Willing to work long hours if required / Accurate
ATTITU
DES AND ATTRIBUTES
Must work flexible hours (i.e. night shift) / Must be able to work under pressure
Contacts
The South African Post Office is committed to the achievement and maintenance of diversity and
equity in employment, especially with regard to r
ace, gender and disability

Send your CV by post to: The Senior Manager: Staffing and Recruitment
Human Resources: Eastern Cape Regi
on
Attention: Nicky Qhalaga
PO Box 269, PORT ELIZABETH, 6001
Fax number:
041
-
508 4256
E
-
mail:
Nicky.Qhalaga@postoffice.co.za

Deadline: 15/08/2013

Position number: 60002524



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Published at 08-08-2013
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