Facilities & Fleet Administrator at South African Tourism

KEY PERFORMANCE AREAS 

Facilities & Financial Management 

• Monitor contracted service providers in line with the signed off contracts, service level agreements, and ensure deliverables are met. 
• Obtain written quotations from the accredited service providers for the Facilities maintenance and repairs as per the SCM policies. 
• Process all requisitions on Oracle. 
• Ensure that all SCM requirements are in place for procurement. 
• Receive Purchase Orders from Oracle and send them to the relevant supplier. 
• Submit valid, verified, and approved invoices within 30 days to Finance for payment. 
• Ensure that Purchase Orders made for Capex Projects are scanned to the Facilities and Fleet Manager. 
• Ensure that documents are scanned to the Facilities and Fleet Manager, where services are carried out as per the Maintenance plan, or where warranties have been issued. 
• Keep a tracking database/register of PO’s created, date of invoices submitted and the date when invoices have been paid. 
• Ensure that all debit order requirements for purchase orders are done on Oracle prior to debit orders going through the bank account. 

Printers / Photocopiers

• Maintain all South African Tourism Head Office printers – hardware and cartridges. 
• Request call-outs for printers when required, and follow through with repairs. 
• Printers / Photocopiers to be in working order at all times – only downtime allowed will be in line with ICT networking issues. 
• Track the levels and replenish all printers/photocopier consumables at all times. 
• Facilitate entries of rental assets in the SA Tourism asset register in partnership with Finance. 

Manage Driver/Messenger function

• Liaise with Drivers on all Pool Vehicles requests that are approved from the Workflow Management System. 
• Supervise Drivers to ensure collection and deliveries functions are timeously attended. 
• Supervise Drivers for the deliveries of the Board packs and Exco documents for all SA Tourism needs. 
• Manage the facilities Help Desk to manage all requests, queries and complaints related to SA Tourism Fleet Management. 
• Supervise provision of shuttle and chauffeuring services for staff, management, the Board and some stakeholders. 
• Manage the use of pool and full-maintenance-lease vehicles and driver-allocated vehicles. 

Fleet Management 

• Daily tracking of vehicles online to ensure compliance with the geofencing and report any misuse. 
• Ensure that vehicles are serviced at the required intervals emphasis on Original Equipment Manufacturers. 
• Conduct monthly checks on the vehicles as per checklist. 
• Ensure that vehicles fuel cards are valid, cars fuelled and clean at all times. 
• Release vehicles to staff for pool vehicles approved in line with approval framework. 
• Any paperwork for the use of pool vehicles must be in place prior to use, with valid driver’s or temporary licenses. 
• Ensure that driver’s licenses scanned, digitally recorded and easily obtainable. 
• Records to be kept up to date of all vehicles and pool vehicle requisitions. 
• Ensure that license discs are renewed on time. 
• Maintain Vehicle keys and service books. 
• Ensure that any vehicle incidents are reported immediately to the Facilities and Fleet Manager. 

QUALIFICATIONS AND EXPERIENCE: 

• Grade 12, or equivalent, 
• Diploma in Business Administration / Facilities Management or equivalent (advantageous)
• 3 years’ experience in office administration