Administrative Officer (Hay Level 11/B4) ( 2 Posts) at NECSA

Key Performance Areas:

Administrative duties

• Compile routine quotations for samples/instruments as requested by CTS line management/supervisor and ensure that all quotes are correct and reported clearly before issuing. Issue quotations to customers for the indicated categories of customer requests.
• Process invoices daily from completion of job/ tasks reports for Internal/External cost recovery and send for CTS management ratification.
• Prepare weekly spreadsheets of job registered, invoicing done against lab reports received and complaints received from customers.
• Responsible for initiating workflows for ordering stationery, procurement (workflow internal and external) for CTS and ensure compliance with Necsa financial policies and procedures. Maintain and update the asset register for all CTS assets.
• Purchase list spreadsheet and initiate purchase orders workflows and filing. Purchase orders details timeously captured on Purchase List spreadsh
• Administer and liaise with customers pertaining completion of customer/suppliers' registration, customer queries, purchase orders and payments details timeously captured on provided forms and spreadsheets.
• Assemble assigned customer orders and place product and records in specific storage/designated areas including filling of customers services records.
• Occasional delivery of laboratory and office items to destinations between different departmental facilities and to other businesses on demand basis (e.g. collection of contractual customers items)
• Assist with transportation of customer instruments and collection of completed job cards for invoicing purposes.
• Occasional collection and receiving of procured items from Receiving Depot, consumables and stationery from Y-M store as well as delivering and collecting laundry at P2400 on occasional basis as directed.
• Registration of potential customers on CRM system and send to CRM section head/or designate for review and acceptance, before sending to customer for upfront payments and submission of jobs.
• Packaging of goods for dispatch and inventory items (including office records to the archiving centre), inspect/ prepare and operate a delivery vehicle and its cleanliness.

OHS, QMS & Compliance Aspects

• Undertake all prescribed statutory and competence training.
• Conduct BBS activities (observer and observed) as contracted by section head.

Human Capital

• Ensure annual personal performance contracting and evaluations are completed timeously.
• Keep his/her professional certification / SHEQ requirements (e.g. Chemical worker) up to date.
• Participate in Recognition of Prior Learning programme.
• Complete documents for write-off or relocation of assets.

Minimum Qualifications and Experience:

• National Diploma in Administration or Accounting.
• At least 2 years’ experience in Laboratory administration/support.
• Practical experience of Microsoft Excel.
• Driver license would be an added advantage.