Administrative Officer: Risk Management - East London at Transnet

Position Purpose:

• To maintain, monitor and report on operational occupational safety matters in respect of occurrences, assurance and insurance at Transnet National Ports Authority (‘TNPA”). Provide administrative support on all Occupational Safety (“OHS”) strategies in the Port/Business Unit, enforce adherence to OHS Act (incl. Regulations), Insurance Policies and TIMS.

Position outputs:
SHE ADMINISTRATION: This involves the following -

• Rendering SHE Admin function to the SHE Manager and departments, Occupational Safety, Clinic, Fire, ERM/ Insurance and claims and Environment.
• Placing and Administrate SAP requisitions and control (ordering of items) for Occupational Safety, Clinic, Fire, ERM/ Insurance and claims and Environment.
• Ensure that all requisitions are processed, delivered, and closed out.
• Follow up on requisitions with the buyers and Procurement manager.
• Keeping a financial year end record of all requisitions arranged.
• Interact with the procurement department personnel in terms of all SAP orders.
• Forwarding of all invoices for contract payment to Procurement.
• Collate and record all Clinic medical and IOD files for the Port (to be kept for 40 years) in a register, which needs to be updated from time to time.
• Co-ordinate, assist and arrange finalisation of Asset control for the SHE department – Occupational Safety, Clinic, Fire, ERM/ Insurance and claims and Environment.
• Arrange Legal appointment letters as per Transnet Integrated Management Systems Program – “001 Leadership” Archival all old SHE records.
• Assist in maintenance of the SHE IMS Server/ TIMS/SHAREPOINT

IOD MANAGEMENT: This involves the following –

• Ensure that all IOD documentation and processes are completed and loaded on TIMS
• React at attending at the IOD scene, where possible, relating to all TNPA IOD’s.
• Submit all IOD documents to the Compensation Commissioner as soon as possible after the incident, viz. Wcl2, first medical, final/progress, etc. via COM Easy (DOL system)
• Update all TNPA IOD onto the IOD/Medical files register, this maintains accurate records.
• Obtain all salary scale details from Human Resources for each IOD.
• Obtain a reference number of the IOD from the Compensation Commissioner.
• Attend to any query that arises from the IOD via Compensation Commissioner.

OCCUPATIONAL DISEASES: This involves the following –

• Ensure that all required, correct, and completed documentation are competently completed and submitted to the Compensation Commissioner via COM Easy.
• Ensure that the record is kept of all information on the IMS server/ TIMS/SHAREPOINT
• Update the IOD/Medical files register.
• Attend to any query that arises from the Compensation Commissioner.
• Obtain a reference number from the Compensation Commissioner for the cases.
• Follow up on all Compensation Commissioner salary claims made by the Port.

INSURANCE CLAIMS: This involves the following –

• Manage all insurance claims to completion via the Transnet policy (i.e, Asset All Risk, Marine Hull Insurance, General Liability, etc.) and the laid down claims procedures.
• Report all Incidents and Asset damages to the SA Police where necessary, obtain a case reference.
• Interact with the TNPA Legal office in PE and HQ in terms of deriving compensation for the damage loss.

INCIDENT MANAGEMENT: This involves the following –

• Ensure that all records of all INCIDENTS are captured in the database of TOMS, TIMS, SHE IMS server (Trend analysis) and book records so to ensure an accurate record is kept and available.
• Arrange, co-ordinate and be involved in Incident investigation, BOI so to ensure that all preventative records are kept of the investigation of all incidents.
• Ensure capturing of all incidents data (photo, reports, costs record, reports, etc.) onto TOMS, TIMS, IMS server as well as book register.

SHE TRAINING: This involves the following –

• Arrange and co-ordinate all SHE related training (following the SHE Matrix system) with Human Resources and the relevant Business Unit Manager (Corporate, Marine and Engineer) and their line management.
• This involves interaction with the service provider, the process of the course material to all course attendees, place a requisition on the SAP system if necessary and interact with all parties regarding the details of the course.
• Ensure that the venues are available in the Port.
• Ensure that all records of the training are fed into the SHE IMS database (in Annexure B worksheet) monthly basis.
• Perform Safety Induction for contractors as and when required.

STATISTICS: This involves the following –

• Manage and complete the SHE ANNEXURE B statistics on IMS for each month and submit to all role-players in the Port and HQ.
• Interact with relevant Port employees in terms of obtaining the correct data for each measurement – LTIFR progress per month & Finance year, Shop Floor Audits (VFL’s), Waste Volumes, Resources conservation for Vehicle Fuel, Marine Fuel,
• Water and Electricity, Cost of Risk, Claims, Claims recovery, Rail safety, BCM, SHE related training, progressive LTIFR.
• Interact with HQ in terms of deadlines for each segment.
• Also to complete PPM stats per quarter.

SECRETARYSHIP: This involves the following –

• Taking minutes for the meetings of SHE Corp quarterly, IMS Steering meeting, BCM team leaders and SHE Management department.
• Arranging and setting up the meetings as well when called upon.

BUSINESS CONTINUITY MANAGEMENT (BCM): This involves the following –

• Update the Ports emergency callout document.
• Call team leaders meeting on a 6-month basis.
• Audit battle boxes.
• Update BCM appointment letters when necessary.
• Arrange for all team leaders to do their update of their own battle boxes.
• Communicate with all departments to update BCPs

CONTRACT MANAGEMENT: This involves the following –

• Interact from time to time with SHE Department contractors.
• Attend audit of contractor at the premises.
• Be involved in contract administration.
• Facilitating the registration and administration of COID claims on the online system Compeasy in order that TNPA complies with legal obligations.
• Perform awareness training and guidance to supervisors, union representatives and employees regarding completion of claims.
• Liaising with business units for obtaining updated information / Progress and status of claims and key corrective actions.
• Coordinate the completion and maintenance of Non-conformance reports (NCR), register and monitoring the close-out of recommendations and associated evidence on the register.
• Keep associated evidence relevant to each NCR raised against TNPA East London and or any legal audit finding.
• Ensure that the investigation is completed and stored accordingly on TIMS for ease of reference.
• Maintenance of Visible Felt Leadership deviation register, providing updates to the national office and port governance structures.
• Ensure latest versions of records and templates are available in operational areas and are being used.

Qualifications & Experience:

• Matric or NQF Level 4
• 1-2 years certificate in Environmental, Health and Safety Administration/SAMTRAC/equivalent qualification.
• 3-5 years’ experience in SHE management.
• Code 8 drivers’ licence
• Standard Job Requirements
• Driver’s license code 08
• Travel as required and approved.

Experience:

• One to three (1-3) years’ experience in a port environment, relevant to Occupational Safety.
• NB: All applicants are encouraged to disclose their disability status in their applications and attach letter from medical practitioner stating the nature of their disability.

Competencies:
Knowledge

• Customer service orientated
• SAP accounting & Principles
• Principles of Risk Management
• Basis of Common Law
• Law of Delict
• COID Act
• OHS Act
• TOMS Application
• Risk Assessment Techniques
• Claims procedure
• Insurance procedure
• Investigation techniques
• Ability to take photos
• Ability to drive
• Interpersonal skills
• Verbal & written communication
• Attention to detail
• Assertive
• Customer service
• Analytical
• Presentation
• OSHAS 18001 or ISO 45001 or Integrated (SHE) Management System Auditor Certificate