Senior Administrator Aviation Woodmead at SGS

Job description

MAIN PURPOSE OF THE JOB

In conjunction with the business strategy set by the TRANSPORTATION Business Manager and respective Operations / Commercial Manager, provide a financial and administrative service for the Transportation - Aviation Compliance and its customers in accordance with the SGS Group policies. This will be achieved by compliance to all relevant SOP’s.

Specific Responsibilities

• Perform all duties in accordance with the SGS Statement of Integrity.
• Familiarization with aviation audit and advisory processes and practices.
• Conduct documented planning as per KPI’s targets.
• Being able to conduct a contract review and implement proposal requirements defined in specific Aviation SOPs.
• Appropriate use and handling of Client Data/Proposal/Service Offers and Extranet.
• The drafting and maintenance of an Income/Expense Plan together with the Business Manager: TRANSPORTATION and Operations / Commercial Manager based on the budget, company register and diary;
• Invoice clients within 5 days of completion of the service in the month in which audits and training occurred in accordance with the diary;
• Invoicing is done in accordance with contractual arrangements including annual incremental increase and price lists, where applicable.
• The Financial Administrator has overall responsibility for the following :
• Debtors control;
• Placement of orders;
• Processing of credit notes (divisional interface);
• Liaison with the financial department;
• Daily invoicing and production and processing thereof;
• Profitability analysis as per plan;
• Monthly forecast (to be updated weekly) and Rolling revenue forecasts at least a quarter in advance;
• Assisting advisors with travel and accommodation arrangements and payments;
• Provisions regarding direct expenses related to audit and training activities which will at least include royalties, sub-contractor fees, associated travel and subsistence, desk studies, reporting etc.;
• Preparation of purchase orders before training, audit or any other sector activities are conducted;
• Up-keeping and maintenance of financial records;
• React promptly to client enquiries and ensure service excellence;
• Recommend payment of sub-contractor invoices and other expenses to the Operations Manager ensuring compliance with the Company’s set limits of authority. All invoices for payment, or RFI’s, should be received along with audit report packs from sub-contractors;
• Ensure that payment is only processed if a purchase order exists.
• Assist Commercial Manager with Tenders
• Adhere to all quality and safety requirements of the SGS management system.
• Compile weekly and monthly report.
• Promote the image, capability and integrity of SGS to our clients.
• Maintain effective client liaison in the course of above duties.
• Be compliant to all SGS QHSE and HR policies and procedures.
• Support the Commercial Manager in Managing aviation projects for Clients
• Support the Commercial Manager in Maintaining professional contact and effective working relationships with Clients.
• Discharging the administrative duties required for the efficient conduct of their position.
• Perform all duties in accordance with the SGS Statement of Integrity and Professional Conduct.
• Compliance to all relevant SGS Aviation operational quality policies and procedures.
• Compliance to all relevant TRANSPORTATION SOP’s.
• Compliance to all relevant SGS TRANSPORTATION South Africa operational quality policies and procedures.

Qualifications

EDUCATION

• Applicable Tertiary qualification (financial/administrative);
• Languages: Proficiency in English & Afrikaans (Read, Speak, Write);
• Any other languages an added advantage.

Experience

• Drivers license;
• Typing Skills;
• Computer literacy;
• Basic calculation capability;
• 5 years financial /administrative experience;
• Experience of working in a small team environment;
• Client and supplier liaison experience.

COMPETENCIES

• Attention to detail
• Organizational and record-keeping skills
• Customer focus and service orientation
• Basic budget comprehension
• Administrative skills
• Inter personal skills
• Basic administrative and communicative PC skills.
• Windows package and email proficiency.