About the position
JOB DESCRIPTION PERSONAL DEVELOPMENT AND ATTRIBUTES
• Follows through and delivers results despite obstacles.
• Identifies, analyses, organises and solves problems and issues in a timely and effective manner.
• Delivers required business results; sets and achieves goals, and consistently complies with quality standards.
• Optimises use of time to ensure maximum output and delivery, as per required timeframes.
• Works within a team structure. • Works well under pressure with high degree of attention to detail.
OFFICE ADMINISTRATION
• Prepares, formats and proof reads technical reports and documents.
• Takes minutes at meetings and distributes thereof.
• Compiles tenders and ensures documentation is certified timeously as and when required
• Compiles, submits and tracks invoices to clients as and when required.
• Processes external supplier’s invoices as and when required.
• Delivers and collects documents. • Handles all divisional correspondence.
• Files all documentation in accordance with Quality Management System.
• Orders, monitors and distributes stationery for the Executives.
• Makes travel arrangements for the Executives.
• Maintains Technical Executive’s diaries. •
Captures Technical Executives timesheets on Proman.
• Organises catering and sets up meetings for the executives and liaises with HR for budgets.
• Formulates PowerPoint presentations.
GENERAL ADMINISTRATIVE DUTIES
• Provides support and assists with work overflow as needed by the management team.
• Vision system administration Name of Incumbent:
• Supervises junior administrators
TENDERING DUTIES
• Collates and submits supplier database applications.
• Liaises with Head Office and Business Unit Manager to arrange briefing attendance.
• Downloads necessary tender documents and updates tender calendar.
• Compiles tenders, ensuring correct and timeously submission – updates tender results.
• Manages tender correspondence in line with internal and external guidelines.
• Accurately inputs tender milestone dates into the Tender Tracker system.
• Assists in the management of data related to the tendering process.
FINANCIAL DUTIES
• Collates invoices for client within the defined deadline of the 5th of the month.
• Follows up on debtors in terms of 45/60 days in liaison with Divisional Manager.
• Follows up on submission of creditors invoices to be received monthly, with constant follow up.
• Maintains project pipeline plan in terms of recovery of debtors and management of outstanding invoices to be processed.
• Adheres to the policy rules as set in the HR-PO-Travel Policy when booking accommodation, flights, etc.
STRATEGIC SUPPORT
• Monitoring progress of all SANRAL WA’s for the Division.
• Monitoring monthly PPP Revenue Fee claim.
• Recording deviations to monthly PPP Revenue Fee claim.
• Tracking recovery of negative deviations.
• Fortnightly monitoring of debtors exceeding 30 days. •
SANRAL IT IS Reporting
• Preparation of tier 2 procurement documentation and tender evaluation reports.
• Adhoc project management assistance on various projects.
• Administration support to the Divisonal Technical Executive
Desired Skills:
- Attention to detail
- Report preparation
- Tender compilation
- Travel arrangements
- Diary management
- Tender correspondence management
- Debtor follow-up
