Job Description

Closing Date 2025/02/20
Reference Number SAA250213-1
Job Title Forensic Administrator
Division CEO Office
Business Unit Group Forensic Investigations
Job Type Permanent
Location - Country South Africa
Location - Province Gauteng
Location - Town / City Kempton Park
Job PurposeThe Forensic Administrator is responsible for handling a wide range of administrative and support related tasks. The incumbent is expected to work independently in anticipation of the Chief Investigator role requirements to achieve the relevant business unit objectives.The role will include variety of administrative duties, coordination and management of the investigation register, which includes support to the
wider Forensic team. The incumbent will be expected to contribute to the optimization of the Group Forensic Investigations office by recommending and implementing improvements in processes, procedures and systems.
Principal Accountabilities

• Assist with financial management, preparation of budgets and financial reports jointly with the Chief Investigator
• Generate purchase orders and manage invoice receipt, verification, and timely payment submission
• Maintain accurate records of financial data and produce variance reports to monitor budget adherence and flag overexpenditure
• Keep financial files and records organized for easy access and compliance
• Support project management within the Group Forensic Investigation department, ensuring that investigation reports meet deadlines, scope, and quality standards
• Reconcile deliverables concerning governance processes, financial impacts, and documentation
• Update and maintain the Group Investigation case and fraud risk registers
• Record, monitor, and respond to law enforcement requests (e.g., subpoenas, summons) within required deadlines
• Manage the evidence register, overseeing the booking, copying, and secure handling of evidence
• Handle general clerical duties including call management, document filing, and correspondence processing
• Coordinate the packaging and handover of exhibits for internal and external transfers
• Prioritize incoming correspondence, forwarding only essential items to the GM and handling others that require business insight and decision-making
• Track deadlines and action items, proactively following up with the team
• Draft correspondence and reports for the Chief Investigator, ensuring clarity and professionalism
• Manage the Chief Investigators diary, setting up appointments, arranging visitor access, booking venues and travel
• Provide a daily briefing of the Chief Investigators schedule, removing duplicates, and ensuring overview of meetings and appointments
• Implement a reminder system for both GM and self to track commitments and deadlines
• Prioritize appointment scheduling by urgency, screening walk-in requests to optimize GMs time
• Prepare daily overviews, ensuring appointments are streamlined and key items highlighted
• Assist with the planning and coordination of fraud prevention and anti-corruption awareness campaigns, offering support to ensure consistency and impact
• Organize meeting logistics, venue, parking, and visitor access. Arrange necessary visual aids and refreshments
• Prepare agendas with updates on outstanding items from previous meetings and input for future agenda topics
• Record and circulate meeting minutes, ensuring action items are highlighted for follow-up
• Arrange all duty and personal travel for the Chief Investigator, including flights, accommodation, car rentals, visas, and travel documentation. Compile travel packs with essential details (e.g., directions, appointment contacts, and necessary business documentation)
• Implement governance procedures, monitoring adherence to standards and recommending corrective action
• Collaborate with auditors to supply required information for internal and external audits
• Maintain records of leave, timecards, and performance documentation for the management team
• Ensure the availability of office supplies and provide general administrative support to the Chief Investigators team
• Prepare confidential, high-quality documentation (reports, agreements, letters, presentations) for the executive team
• Organize and prioritize documents for signature, ensuring efficient information flow
• Efficiently resolve enquiries/ complaints within parameters directed to the office
• Ensure a strong understanding of the stakeholders in the business and their relevant areas of responsibility in order to address their needs

Qualifications & Experience

• Diploma in Business Administration, Forensic Investigation or related field on NQF level 5 and above
• At least 3 years experience in an administrative support role ideally within forensic investigations
• Experience in financial and budget management

Knowledge and Skills

• Financial management
• Governance and compliance
• Office management
• Attention to detail
• Planning and organising
• Project management
• Communication skills
• Stakeholder engagement
• Diary and time management
• Administrative and clerical skills
• Interpersonal skills

Attributes

• Ethics and integrity
• Reliability and dependability
• Professional
• Proactive
• Adaptability and flexibility
• Teamplayer

Additional InformationSAA is using an online recruitment tool. Applicants are required to complete an individual registration profile capturing essential personal and career selection criteria. Applicants must please note that they only need to complete the online registration once and thereafter they can update their online profiles as and when necessary.PLEASE NOTE: The onus are on applicants to ensure all mandatory fields are completed. Incomplete online profiles will be disqualified from the application process. Online profiles are used for screening and shortlisting purposes. A CV is only for verification and record keeping purposes. Applicants need to ensure that their online profiles are completed with correct and current information. Incomplete sections can disqualify applicants from the screening and selection process.This applies to all internal and external applicants.

South African Airways