Clerk: Transport Administration

2 weeks ago

Cape Town, Western Cape, South Africa Tower Group Full time

Primary responsibilities include (_but are not limited to_):

  • ensuring efficient and timeous administration of pool vehicles.
- administration of catering services.

  • Coordination of and attendance to calls logged with the Logistics help desk.
  • Facilitation and coordination 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 coordinating a help desk facility.
  • 1year handson 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 welldeveloped 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 signoff, 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 logístical 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

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