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Occupational Hygiene Equipment and Supplier Administrator

2 weeks ago

Midrand, Gauteng, South Africa Gijima Hr Full time
Role Purpose
To ensure the effective governance, compliance, availability, and lifecycle management of all Occupational Hygiene equipment across OHES operations. The role is responsible for maintaining SANAS compliance in line with ISO/IEC 17020 requirements, managing calibration and maintenance processes, administering supplier and financial workflows, and ensuring accurate equipment tracking, documentation, and audit readiness. This role is the custodian of equipment quality, compliance, and operational readiness for all OHES sites.

Key Responsibilities
  1. Manage the full lifecycle of all Occupational Hygiene equipment for Mining and Industry Teams across all regions, including Midrand, Middelburg, Newcastle, Vanderbijlpark, AMSA, Northern Cape and Samrand.
  2. Maintain and update equipment maintenance and calibration registers, ensuring real-time tracking of equipment status, calibration validity, and readiness for use.
  3. Coordinate all external calibration of equipment with SANAS-approved laboratories, including liaison, service requests, quotations, scheduling, and follow-ups.
  4. Liaise with suppliers for equipment repairs, procurement of new equipment, sourcing of quotations, and supplier compliance to OHES SOP requirements.
  5. Administer all financial processes related to equipment, including:
    • Service request preparation
    • Quotation verification
    • PO request submissions
    • Approval tracking
    • Supplier invoice verification
    • GRV follow-ups
    • Reconciliation of supplier statements
    • Updating and maintaining PO tracking lists
  6. Verify all deliveries in line with SANAS requirements and Gij-OHES-SOP-001, including:
    • Checking invoices against approved quotations
    • Verifying calibration certificates
    • Confirming supplier compliance
  7. Investigate and report on all equipment-related incidents and accidents (internal and external), maintain incident registers, and support equipment write-offs and replacement processes.
  8. Support quality management and SANAS accreditation by:
    • Assisting with internal audits
    • Conducting equipment and facilities internal audits
    • Maintaining ISO/IEC 17020 Clause 6.2 compliance (Facilities and Equipment) across all OH sites
  9. Assist with operational problem-solving related to equipment availability, bookings, calibration delays, maintenance issues, and usage queries.
  10. Backup support for equipment booking administration (Regulate and coordinate equipment booking requests, availability, preparation, sign-out and sign-in processes.
  11. Backup support for the preparation, cleaning, functionality checking, packing and readying of equipment for transport to consultants and sites, ensuring calibration validity and correct internal identification.
  12. Maintain accurate record keeping and filing, including:
    • Service requests
    • POs
    • Delivery notes
    • Invoices
    • Calibration certificates (originals and scanned copies)
    • Equipment registers
    • Incident and accident registers
    • Equipment accountability checklists
    • Booking requests
  13. Coordinate all logistics between suppliers, calibration laboratories and OH offices, including assisting with courier arrangements, deliveries and collections.
  14. Maintain an orderly, compliant and well-managed equipment room, including cleaning of equipment such as tubing and cyclones where required.
  15. Conduct toolbox talks and awareness sessions on correct instrument handling, care and damage prevention.
  16. Provide backup support for general office administration and operational workflows (±10%), including liaison with Managers and the Quality Manager and participation in meetings 
Key Deliverables
  • Fully maintained and audit-ready equipment maintenance and calibration registers
  • Valid, compliant and traceable calibration certificates for all equipment
  • Accurate PO, invoice and GRV tracking documentation
  • SANAS-compliant equipment governance processes
  • Incident and accident investigation reports and registers
  • Equipment availability coordination and booking control
  • Updated supplier records and compliance verification
  • Clean, functional and organised equipment storage facilities
  • Complete digital and physical filing systems for all equipment documentation 
Core Competencies
Technical / Functional Competencies:
  • Equipment lifecycle management and asset control
  • SANAS and ISO/IEC 17020 compliance understanding (Clause 6.2 – Facilities & Equipment)
  • Calibration and maintenance coordination
  • Supplier management and procurement administration
  • Financial administration (POs, invoices, GRVs, reconciliations)
  • Audit preparation and quality management support
  • Strong record keeping and document control
  • Operational problem solving and coordination 
 
Behavioural Competencies:
  • Highly reliable, professional and trustworthy
  • Strong sense of accountability and ownership
  • Detail-oriented with a compliance mindset
  • Proactive, self-motivated and solution-focused
  • Able to work independently and under pressure
  • Clear communicator at all organisational levels
  • Adaptable and resilient in operational environments
  • Willing to support beyond core duties when required

Digital & Platform Competencies:
  • Competent in MS Excel, Word and Outlook
  • Comfortable working with tracking registers and systems
  • Ability to manage digital filing structures and audit documentation
  • Understanding of structured workflows and SOP-driven environments
Qualifications & Experience
Minimum Qualifications:
  • Grade 12 with Mathematics
  • Valid driver's licence and own transport
Preferred Qualifications:
  • Qualification or training in administration, quality management, logistics, procurement or compliance
Years of Experience:
  • 5 years in administrative, quality, asset management, or compliance-related roles
Certifications:
  • Exposure to SANAS, ISO/IEC 17020, ISO 9001 or similar quality frameworks
Occupational Hygiene environment exposure is an advantage but not necessary.