Administrator: Quality Assurance Systems

**Job Advert Summary**:
**About SABS**

The South African Bureau of Standards (SABS) is mandated to develop, promote and maintain South African National Standards (SANS); promote quality in connection with commodities, products and services; and render conformity assessment services and assist in matters connected therewith. Working for the SABS opens the mind to the world around you. We offer diverse career paths in a dynamic environment that nurtures and recognises talent and potential. Become part of our vision of being a trusted standardisation and business assurance solution provider and join a team that fosters accountability, excellence and innovation in an inclusive workplace.

SABS is an equal opportunities employer, and our recruitment will be done in line with the Employment Equity Act 55 of 1998 and our EE Policy.

Please note by responding to the advertisement, you consent to the collection, processing, and storing of your Personal Information in accordance with the Protection of Personal Information Act (POPIA). Your information will be used solely for purposes of recruitment and more specifically for the position you have applied for, and will not be shared with third parties without prior consent unless required by law.

**Purpose Statement**

To provide administrative support and related services to the Standards portfolio of quality assurance to ensure that service delivery is optimized and meets requisite operating procedures, and to ensure that all statutory and legislative requirements relating to Quality Assurance systems are met.

**Minimum Requirements**:
**Qualifications**
- Diploma in Administration, Office Management or a related field

**Experience**
- 1-2 years relevant work experience in Administration

**Duties and Responsibilities**:
**Functional Management**
- Verify information from Approvals Board to be captured and printed on certificates or permits
- Register new clients’ data and update existing information from the CRTF 093 form
- Notify new clients of their registration in writing
- Send draft documents to QC concerned for proof reading
- Prepare the final certificate / permit and attach schedules for signature
- Dispatch printed certificates and permits to appropriate destinations and keep a record of dispatched documents
- Process cancellations and suspensions of companies in accordance with company policy and procedure on database
- Process requests for additional certificates/permits
- Ensure that the copies of CRTF 093 forms are sent to Finance for invoicing
- Ensure that contracts are in place and filed for future reference
- Send the auditors’ files back to the division/regional office for filing
- Create files for new registrations and update files for current registered clients
- File documents correctly in working files and send the copies to the relevant regions and divisions
- File all incoming correspondences after taking relevant action
- Update database and document changes in relation to company names and registration details
- Track daily activities
- Update the reference numbers appearing on issued certificates to the database
- Track the damaged security paper and report this to management
- Bind and emboss the final certificate/permit and make copies of final certification documentation.**

**Risk and Compliance Management**
- Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
- Support and provide evidence to all internal and external audit requirements.
- Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.**

**Stakeholder Management**
- Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation.
- Represent and participate in the organisation’s committees and tasks teams when required.
- Convene and attend meetings and present relevant information stakeholders when required.