Candidate ProfileOffice Administration Qualification or similarExcellent Knowledge of SAPA minimum of 3 years working experience in administration field/Office AdministrationIntermediate to advanced level Microsoft Office proficiencyExperience in the Operational field (advantage)OtherExperience in producing and submitting quality reports as requiredStrong verbal and non-verbal communication skillsStrong problem-solving, planning, organizing and decision-making skillsEye for detailGood telephone mannerHigh personal integrity, trustworthiness, and reliabilityActivitiesHealth, Safety, Environment and QualityBe part of the daily, weekly and monthly Safety meetingsReport near missesManage systems/procedures, incidents reporting to company policies and relevant regulationsAdhere to all health and safety regulationsAssist with upholding the ONE Maestro Integrated system with the Depot Operations ManagerAdministrationDailyProcess E-Proc Orders & ReceiptsCommunications channel to all depots and consolidated informationFiling of relevant documentationConsolidate Operations information and distribute as requiredAssist with Travel bookings if requiredUphold Overtime spreadsheet with contractor invoices (Actual payment to staff vs payment to service provider)Draw daily bank statements for FinanceDraw bank statements for depots, verify and process petty cash claimsWeeklyUphold production reports for depots and submit to management weekly and monthlyVerify and submit contract workers timesheetsVerify timesheets before processing invoicesConfirm Biometric time on systemMonthlyVerify and submit depot staff monthly expense claimsVerify and submit monthly overtimeVerify leave applications with human resourcesLiaise with depots re excessive leave daysUphold depot staff listVerify depot Petty cash for month endConduct monthly ECO time audits and verify clock insSystematically save all records/reports as required under the correct folders on the H:drive - follow up on records/reports still outstandingAnnualUphold spreadsheet with Flammable liquid licenses for all depots (reminders and copies on file)Create and consolidate annual leave plan for all depotsEnsure all open orders are closed before year endReportingCompile order vs deliveries KPI (monthly)Compile Monthly Depot Sales KPI reportOtherAttend ongoing training and develop relevant knowledge and personal skills as provided by the companyTake minutes during meetings as per requestAssist, process and book travel requests for Operations and HSEQ staffAssist with Gap Analysis of Procedures and Procedure reviewProcess Deficits in the absence of the Head Office Stock controllerAny other activity instructed to performContext & EnvironmentInternal: National Operations Manager - Reporting, Depot Operations Manager - Reporting, Based at Head Office - Adhere to functions and activitiesAdditional InformationThe incumbent reports to the Depot Operations Manager and is responsible for coordinating and managing all administrative and secretarial duties for the department - ensure overall satisfaction at all times.ApplyFacebookEmailXLinkedInGive 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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