Office Supervisor

2 weeks ago

Durban, 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 monthly-metered 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 12
- 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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