Office Supervisor

2 weeks ago


Durban, KwaZulu-Natal, South Africa TotalEnergies Full time
Secretarial/Administrative Support

  • DURBAN-FORMOSA RD 103(ZAF)
  • South Africa
  • The Logistics and Transport team is looking for an Office Supervisor for the IVT (Island View Terminal) area to join their team.
  • As an Office Supervisor Island View Terminal, you will be responsible for the following activities:

STRATEGY

  • Ensure the Terminal runs optimally with sufficient stock of stationery & consumables.
  • Ensure that there are optimal resources and stock for a safe and controlled 24/7 operation.

DUTIES

  • Handle Petty Cash, balance and reimburse.
  • Create / cancel & extend Cutler entry permits upon request.
  • Assist terminal supervisor with stock related issues on a daily basis.
  • Keep a record of all manual leave forms submitted by Plant Assistants.
  • Collate and submit requests for Educational Assistance submitted by Plant Assistants.
  • Collate and submit overtime to head office on a monthly basis.
  • Ensure sufficient stock of stationery is kept on hand. Order when necessary.
  • Record all stationery with financial implications, received from Head Office in a register & control
  • Ensure sufficient stock of Canteen supplies and office consumables. Order when necessary.
  • Create Purchase Requisitions for Goods and Services.
  • Distribute all mail received.
  • Ensure releasing of requisitions and request for conversion to Purchase order.
  • Upon receipt / completion of Goods and Services, Goods Receipt on TL and submit original invoice for Payment.
  • Handle queries from customers & accounts department with regard to litre disputes & pricing issues.
  • Manage security contractors; ensuring documentation is completed as per requirements.
  • Submit credit note / stock adjustment for incorrect processing by the Shift Supervisors.
  • Sort out any abnormalities on the interface download from SSAM to TL, daily.
  • Ensure all open orders meet KPI requirements
  • Request deletion of all open orders older than 14 days.
  • Compare TL to SSAM to ensure that all the documents have transacted and have been charged.
  • Assist with the processing of all road and rail transactions uplifted from OOC's
  • Type minutes of all meetings.
  • Submit request to maintenance department to "goods receipt" all maintenance jobs completed.
  • Verify barge orders; give through to supply instructions and balance barge stocks.
  • Scrutinize budgets on a daily / monthly basis.
  • Compile monthlymetered throughput and balance with TL sales (ZMB51) submit and balance SARS.
  • Weekly balancing with all Transport Contractors and charging of trip losses on a monthly basis.

HSSEQ

  • Monthly safety inspection on "buildings" & assist with fire drills
  • Waste control and management.
  • Take water and electricity consumption reading and keep records.
  • Assist in the implementation of Process Safety Management (PSM) at the Terminal

HR

  • Oversee functions performed by Admin Assistant ensuring conformance to Company Policies and Procedures.
  • Relieve Admin Assistant and Terminal Supervisor when required.
  • Manage and control office cleaning / gardening contract / Security staff.

GOVERNANCE

  • Ensure effective risk management and internal control, including asset management, for area of responsibility

Context and environment

  • Industry EDI system is not interfaced with TL. However, the system is used for order and movement recording.
  • Assisting Terminal Manager with administrative activities
  • Adherence to KPI requirements.
  • Compliance to all TSA policies and procedures with regards to IVT admin compliance.
  • Manage health / hygiene issues pertaining to IMS
  • Assist in maintaining ISO14001 accreditation

QUALIFICATION AND EXPERIENCE REQUIRED

  • Matric / Grade 1
  • Extensive administration experience gained in a petrochemical, production or industrial environment.

Offer ID

  • 70912BR

Metier

  • Administrative Support, Secretarial Support

Region, department, area

  • South Africa

Employment type

  • Regular position

Experience level required

  • Less than 3 years

Employer company

  • TotalEnergies Marketing South Africa (Pty) Ltd

Branch

  • Marketing & Services

About us / company profile
Give your best to better energy and make the commitment with Total. With over 500-plus professions in 130 countries, we offer high safety and environmental
standards, strong ethical values, an innovation culture and wide-ranging career development. Be part of the global team whose mission is already shared by
100,000 employees: to make energy better each and every day.

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