Administrative Specialist, Operations, Solutions

2 weeks ago

Pretoria, South Africa DSV Full time

**DSV - Global transport and logistics**

Location: Rosslyn
Job Posting Title: Administrative Specialist, Operations, Solutions
Time Type: FullTime

MAIN PURPOSE OF THE ROLE

This role is to effectively support site operations with regards to purchasing of general warehouse consumables and
managing supplier invoices to ensure payments are adequately made, raising billing to client, collating staff timesheets,
keeping an updated record of assets, controlling the debtors book, supporting quality management with quality
representative, recording of operational key statistics (orderliness, staff, space, overtime etc) and financial reporting to
branch manager. As well as:
Financial reporting
KPI & SLA reporting

Tertiary Qualification(s)

Matric

Essential: Min of ABET Level 4 Literacy and Numeracy or equivalent test
Advantage: Finance/ Accounting / Administration Certificate

Additional Computer Skills

Webcost
SAP
ICS
The understanding of our WMS

Computer Literacy - Advanced

Electives

Analytical & problem-solving skills

Job-related Requirements

Commercial & financial: Sound financial acumen and experience in adherence
to budget, contract management and service level agreements (3 years);
People management skills including leadership, performance management,
people motivation and people development (minimum 1 year experience);
Communication & conflict management skills to successfully deal with all
levels, age groups and cultures of people - both internal and external (at least 1
year);
Supporting and Co-operating including working well with people and
adhering to principles and values
Organising and executing which includes planning, organising, delivering
results & adhering to processes & procedures

Flexibility to work after hours and extended hours

Duties and Responsibilities:
Purchasing compliance
Ordering management including ensuring packing lists are completed accurately, invoices print on time and match confirmed
packing lists;
Distributions of stationary/ hardware/ packaging materials, etc., to Ops
Control & distribution of PPE
Timesheet/ Labour Invoices
Timeous submission of timesheets to Labour Broker / Payroll
Ensure weekly invoices are received from Labour Broker on time
If not received, follow up with Labour Broker & escalate to Admin Manager where necessary
Raise all anomalies raised by administrator with Branch Manager / Labour Broker
Get sign off from Branch Managers
Asset Procurement
Monthly review of asset register. Verify/sign off on all new assets loaded monthly
Conduct quarterly audits
Report back to Admin Manager on asset audit findings and status
Invoicing
Update invoicing schedule’s on ICS monthly
Raise invoices on time and first time right
Ensure all supporting documentation uploaded on Debtors Invoicing System
Ensure all invoices submitted on Debtors Invoicing System (as per schedule)
Update Invoicing system with SAP invoice numbers
Webcost
Review all coding and ensure first time right
Adhere to webcost timelines
Review Webquery report weekly and action queries
Raise Webqueries timeously where necessary
Follow up on credit notes / invoices etc from suppliers
Escalate any supplier concerns to Admin manager

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