Job DescriptionPRIMARY RESPONSIBILITIESPerform Administrative duties for SGS Natural Resources, Trade, Agri Commodities, Cape Town.
Assist the branch supervisor /manager and operations supervisor to ensure quality service according to customer's requirements and the business line.
Preparing reports, client communication, job invoicing, request for quotes, PO's and approving certificates.SPECIFIC RESPONSIBILITIESDrafting and issuing of inspection certificates and reports.Back up to finance administrator.Reviewing of draft reports prepared by learners or casual administrators.Check and approve, certificates.Reply to clients and client queries, if / when the operations supervisor or senior inspector are away or when required.Co-ordination with operations supervisor and senior inspector, for updating staff allocation and updating inspection board.Communication with field inspectors when required.Assist operations supervisor and senior inspector in communicating with subcontractor based in other locations (Namibia and Port Elizabeth).
Arrange necessary PO's.Overseeing and ensuring invoicing, purchase order and IDN tracking spread sheets are updated daily.Verify monthly IDN from H&N laboratory.Request for quotes and arrange attendance with fumigation company, when required,Assist operations supervisor and senior inspector in arranging harbor permits and inductions if assistance is required.Issuing of quotes, in coordination with branch supervisor / manager or operations supervisor.File reviews and preparation for invoicing.Arrange quarterly, bi-annual, fish meal analysis for clients, along with branch supervisor/ manager and operations supervisor.Submit requests for opening of job files, prepare sample submissions, request and follow up on PO'S.1st approver of POs in absence of branch supervisor / manager.Arrange urgent courier and follow up with courier, or designate a learner or casual staff to arrange,Follow up with results and TAT from laboratories, for samples submitted for testing or designate a learner or casual staff to arrange.Oversee samples are packaged, courier, relevant documentation, request POs, advise finance.Perform the daily operational activities under the guidance of the branch supervisor/manager.SIR Super User- implementing of SIR program within NR- log all jobs onto SIR platform or designate a learner or casual staff to arrange.Document controller for NR Agri Trade.Ensuring all quality standards (GAFTA / FOSFA) requirements are maintained and records updated.DOC-IT- assist Finance Administrator with requesting all file numbers for inspections, upload all documentation for required inspection, check all information correct before invoicing – when required.Assist with Health and Safety related duties.Co-ordinate with Senior inspector to ensure jobs are correctly invoiced.Implementation of cost control measures.Ensure adherence to Standard Operating Procedures.Ensure adherence to the Company Code of integrity & ethics.Ensure adherence to the Quality Management system.Liaison with administrators and/or direct supervisor regarding progress and/or non-conformance.Ensure prompt and accurate reports of jobs completed.Assist in continuously upgrading the quality of services offered, in support of the 'Customer Services' policy and minimize client complaints and risk liabilities to SGS.Attend or perform training as and when required.Maintain a clean working environment.
Adhere to the company "5 S" policy with all working areas.Adherence to treatment of confidential information.Perform any other reasonable tasks as assigned by direct line manager or business manager.COMPLIANCE & AUTHORITYCo-ordination with branch supervisor / manager, operations supervisor and senior inspector, or operations supervisor / branch manager in overseeing client and company requirements.Supervise and train learners or casual administrators, along with branch supervisor / manager.Report any faulty and/or nonfunctioning equipment to the immediate manager.Report safety hazard and/or work that may affect the quality/safety of staff / equipment.Any person has the right to refuse to perform work that may damage the environment in an imminent and serious way and to report such a situation.Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without necessary knowledge and protection and take action to address the hazard.Cease to carry out work that may affect the quality (integrity) of services and take action to address the issue.Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified.Implementation and maintenance of the quality system/ procedures.QualificationsEducation – minimum grade 12 / Matric with mathematics and science as subjects.Business administration and other tertiary education.Excellent computer skills (Microsoft Office, word, excel, power point, etc)Excellent understanding of the English and Afrikaans language (understanding, speaking, writing and reading)REQUIRED SKILLSGood problem-solving skillsAttention to detail and accuracy.Excellent interpersonal skills and the ability to work with a variety of personalitiesAbility to consistently meet deadlines Works well under pressure and work odd hours from time to time.Ability to work both independently and as part of a teamSuperb organizational skillsAbility to multi-task and handle several issues simultaneously.Ability to maintain a positive and professional attitude when dealing with escalated issuesMust be motivated and not a timekeeper.Polite and respectable nature, especially to fellow colleagues and clients, whilst not being easily manipulated by anyone.
Being independent is extremely important.Good communication skills.Thinks StrategicallyTranslates Strategy into ActionsInfluences Internally & Externally positively.Spread positivity amongst staff and management.Co-operative with fellow staff and management