Job

Description:

SBV Seeks a Logistics Legislative Administrator who will be responsible in providing administrative support to the Logistics Legislative and Compliance Manager as well as to other internal and external stakeholders.

Process all administrative tasks within the department and provide the relevant support

• Administer and coordinate Fraxion requests from capturing to closing out on delivery and payments
• Generate requests for clothing, ammunition, consumables and update the Fraxion database within the agreed timeframe
• Processing of all uniforms, PPE and ID Card requests
• Produce and distribute SBV ID cards and keep accurate record thereof
• Perform monthly Uniform verification checks
• Maintain and update the orders database from the centres
• Manage the availability, ordering, and distribution of registers, stationery and consumables
• Verify, compare and reconcile PSIRA invoices and statements with Finance departments. Liaise with the Finance department to verify statements and orders for payment to be made and advise PSIRA on the distribution of funds into various accounts
• Review statements from suppliers to identify outstanding creditors and escalate
• Process supplier engagements on all Fraxion orders
• Follow up on purchase order with suppliers
• Generate supplier statement analysis & facilitate the processing of payment
• Compile a submit a monthly expenditure report
• Coordinate and liaise with stakeholders regarding office logistics (I.e. office and IT maintenance visits, stationery orders, recycling pick-up, and managing relationships with office suppliers)
• Liaise with the relevant stakeholder regarding the ordering of stationary and distribute it within the department.
• Provide administrative support to the Logistics Legislative Manager with firearm and PSIRA applications, reports and presentations

Conduct audits and maintain compliance and governance

• Conduct audits for internal and external stakeholders to ensure the departmental processes, systems, and records align with internal policies, regulatory requirements, and industry standards.
• Review documentation, financial records, and operational procedures to identify any inconsistencies or areas of non-compliance.
• Rectify any discrepancies based on SLA agreements upon approval from the manager.
• Contribute to the administration of SBV Services’ ISO 9001Quality Management Standards and oversee the department’s processes and quality management system is at all times in compliance with the standard.
• Support SBVs ESG initiatives, reporting on and managing the ESG requirements ensuring a positive reflection and outcome.

Compile and consolidate management information system (MIS)

•Deliver an effective and efficient administration of all information management within the department

Drive the organisation culture

• Drive the department’s values while inspiring confidence and generating excitement, enthusiasm and commitment towards the mission.

Lead as an Ambassador and executor of Change

• Act as a change management architect in periods of change to ensure business continuity.
• Manage the integration of business units into a seamless end to end solution for customers.
• Effectively communicate and embed new processes and procedures as they occur, addressing or escalating matters/ concerns to the SME’s (subject matter experts) when required.
• Facilitate the necessary presentations, workshops, or forums to ensure consistent and accurate communication is given across one’s portfolio.

Requirements

Minimum Requirement: work experience

• 2 years’ experience in an administrative role of which 1 year must be client services related experience.
• Previous Creditors experience: Advantageous

Minimum Requirements: Education

• Grade 12

Special Training or Requirements

• Microsoft Office: Intermediate

Work Level

Skilled

Job Type

Permanent

Salary

Market Related

EE Position

No

Location

Houghton