Administrative Officer - Fleet x2 at Council for Geoscience (CGS)

Overall Job Purpose    :  

• To provide administrative services towards the organisation’s fleet management such as but not limited to inspection of vehicles, scheduling for maintenance, verification and management of records, incident reporting and administration of traffic infringements.

KEY RESPONSIBILITIES

Driver Registration

• Ensure that all employees complete the driver registration form.
• Receive completed form and make copy of Driver’s license.
• Capture all data and information on the vehicle monitoring system.
• Issue a driver’s identifications tag to employees
• Filing documents.

Vehicle Scheduling

• Booking
• Receive all booking requests.
• Confirming availability of vehicles and reply to the booking request through fleet management system (SAP).

Issuing

• Check the trip authority form to ensure that the form is completed properly and approved by the Unit Manager for the usage of the vehicle.
• Check if the driver has an appropriate and valid driver’s license.
• Conduct a pre-inspection of the vehicle, by completing and signing of the trip inspection form.
• Keep copies of all completed forms.
• Ensure the employee completes the vehicle use registers.
• Issue the driver with the car keys and the Fleet card.

Service and Maintenance

• Booking vehicles and equipment for maintenance and repairs.
• Assist employee in case of a mechanical breakdown.
• Keeping records of vehicle/equipment services, maintenance and repairs.

Driver Scheduling

• Receiving all driver service requests and allocation of Drivers.

Courier Coordinator

• Administration of goods and parcels, i.e. receive and dispatch.

KEY PERSONAL ATTRIBUTES

• Strong business acumen, ethics and integrity.
• Good communication skills (written and verbal) at all levels within the business and with stakeholders.
• Excellent interpersonal and team working skills.
• Meticulous, accurate and pay attention to detail.
• Excellent customer and analytical skills.
• Ability to work under pressure and at times extended hours to meet deadline.
• Good supervision (contractors) skills.
• Initiative.
• Assertiveness.
• Self-motivated.

EDUCATIONAL QUALIFICATIONS

• Grade 12; and
• National Diploma (NQF 6) in Fleet/Transport Management, Logistics or equivalent.
• Valid Driver’s License (EB/B).
• A valid Professional Driving Permit (PDP) will be an added advantage.

KNOWLEDGE AND EXPERIENCE

• 3-5 years of fleet management experience.
• Experience and understanding of general administration and office support.
• Fully computer literate with an advanced level of MS Office.
• Ability to exercise discretion in dealing with confidential or sensitive matters.
• Confident and able to work on own initiative and with limited supervision.
• Strong organisational and planning skills with the ability to prioritise.
• Knowledge of supply chain management process.

Deadline:28th January,2026