Chief Administration Clerk: Fleet Planning and Acquisition and Fleet Administration (2 posts available), Ref No. WCMD 69/2025 at Western Cape Government

Job Purpose    

• The Western Cape Mobility Department, Government Motor Transport (GMT) has an opportunity for a qualified and competent individual to assist with and oversee the activities of the Admin Clerks, Maitland Site Coordinator, Drivers and Technical Aids with regard to procurement, preparation and payment of additional and replacement vehicles. As well as to keep the vehicle allocation register for a fleet of approximately 6300 vehicles up to date.

Minimum Requirements    

• Senior Certificate (Grade 12 or equivalent qualification)
• A minimum of 3 years fleet experience in Fleet management environment
• A valid (Code B or higher) driving licence.
• NB: People with disabilities that restrict driving abilities, but who have reasonable access to transport, may also apply.

Recommendation    

• C1 licence and Professional Driving Permit (PrDP).

Key Performance Areas    
Vehicle Replacement:

• Fleet Planning and Procurement
• Procurement of replacement vehicles for Members of the Western Cape Cabinet
• Procurement of additional vehicles as requested by client departments
• Procurement of additional vehicles for judges
• Maintain the GMT vehicle specifications profile in FleetBase and GoFin systems
• Order vehicles on the GMT GoFin system from vehicle related suppliers
• Receipt the vehicle invoice on iProc, and process the payment of delivered vehicles
• Initiate, schedule and monitor the preparation of new vehicles at GMT Maitland
• Administer GMT vehicle related limited bids and contracts
• Maintain the GMT daily and kilometre vehicle tariff structure in the FleetBase system
• Allocation of vehicles to client departments
• Maintain the GMT Fleet Allocation Register
• Receive a request from the client department to change the vehicle registration number from a GG to a CA number
• Maintain the GMT fleet branding policy as prescribed
• Administer applications received from client departments for vehicle take-ins
• Administer applications for alienation of GMT fleet vehicles
• Enter into GMTservice agreements with client departments
• Perform secretariat duties for the subsidised motor vehicle scheme meetings
• Perform general administrative
• Fleet administration

Fuel management:

• Fuel and toll cards
• Fuel claims and duplications
• Monitor card usage
• Fuel management
• Helpdesk over-rides and faulty cards
• invoices and contract management
• Vehicle auction management
• Support functions on auction day
• Auction administrative functions after auction took place
• General administrative duties.

Competencies    

• Knowledge of the working procedures in terms of the working environment

Skills needed:

Client liaison

• Conflict resolution
• Responsible driver (i.e. clean record wrt traffic offences and accidents), Sober habits, punctual (i.e. working hours and tasks allocated)
• Service and results orientated
• Able to work under pressure
• Self-motivated to work independently and to function in a team
• Planning and organisational skills in order to work with stringent deadlines
• Ability to interpret legislation, policies and contracts, Written and verbal skills to draft submissions and tender specifications.