Job Description

Primary responsibilities include (but are not limited to):

• ensuring efficient and timeous administration of pool vehicles.
• administration of catering services.
• Co-ordination of and attendance to calls logged with the Logistics help desk.
• Facilitation and co-ordination of bookings for shared venues and facilities.

This role is part of the Logistics unit and reports to the Senior Officer:

Essential requirements for the role

Applicants wanting to be considered for the role must have:

• 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.
• Beginner to intermediate level MS Excel and MS Word skills.

Added advantages in this role include the knowledge of Government Vehicle and Transport Regulations.

WCPP is a fast paced but compliance drive organisation. Individuals who thrive in this environment:

• Display resilience and the ability to cope with pressure.
• Display integrity, reliability and well-developed interpersonal skills to interact with individuals across all levels in the business.
• Demonstrate proactive management.
• Demonstrate problem analysis and solution formulation skills.
• Display service orientation.
• Demonstrate excellent attention to detail.
• Strong interpersonal and communication skills (verbally and written).
• Ability to work independently yet open to guidance.

Details of duties & 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.

Application Requirements & Information

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

Please note that correspondence will be limited to shortlisted candidates. If you do not receive any response within the 30 days from the closing date of the advert, consider your application as unsuccessful

• The successful candidate will be vetted for security purposes.

Closing date for applications : 2 weeks from the date of publishment

Employment Equity:

The WCPP will apply the principles of equal opportunity and representivity.

Closing date for applications - 23 February 2024.

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