Junior Admin Assistant - Vhembe Milling, Mokopane at VKB Group

Job Description

• To provide administrative, financial, and operational support to the depot by managing documentation, coordinating stock‑related records, performing accurate data capturing, and ensuring proper financial controls through daily and monthly bank reconciliations.
• The role is responsible for supporting depot operations, ensuring financial accuracy, and maintaining compliance with company procedures and audit requirements.

Requirements

Qualifications: 

• Grade 12 (Matric) essential.
• Certificate or Diploma in Administration or related field will be advantageous.
• Valid Driver’s License-Code 8

Prior Experience:

• 1-3 years administrative experience in a warehouse, depot, logistics, or manufacturing environment.
• Experience with stock control and ERPs (NAV, Sage, or similar) is an advantage.
• Knowledge of basic food safety and hygiene practices.

Skills:  

• Proficient in MS Office: Excel, Word, Outlook.
• Knowledge of warehouse processes and stock documentation.
• Strong data entry accuracy, numeracy and typing skills.
• Ability to use scanners or handheld devices (advantageous).
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.

Duties and responsibilities

General Depot Administration
 

• Maintain and update NTK records, PODs and deliveries.
• Create POs, and Receive stock on behalf of depots
• Ensure all depot documents are uploaded correctly and timeously on NAV.
• Assist in coordinating Accommodation Bookings for Vhembe Visits.
• Manage stationery.

Stock & Inventory Support
 

• Invoicing NTKs.
• Capture stock movements (receiving, returns) into the system.
• Check accuracy of picking slips, delivery notes, and stock transfer documents before receiving.
• Update Credit notes for Both Depots and NTKs
• Constant communication with Suppliers

Financial Administration & Bank Reconciliations

• Check Monthly stock movements on Item Valuations
• Update Daily Recon During Storage Maize Season
• Investigate and resolve differences, or unexplained transactions and Credit Notes.
• Maintain proper audit trails and ensure all financial documentation is complete and accurate.
• Assist Finance with month end closure, Invoice, credit notes updates, and reporting.

System & Data Management

• Report weekly on the outstanding System Orders
• Maintain updated depot records in Excel for Stock returns
• Run daily system reports and verify data accuracy.
• Assist with month-end stock reconciliations and system balancing.

Compliance, Food Safety & Quality

• Ensure documentation meets internal audit, food safety (HACCP, GMP), and traceability standards.
• Support internal and external audit preparations by providing accurate records.
• Follow depot SOPs for stock handling, hygiene, and document control.
• Report non-conformances, damages, and safety incidents immediately.

Communication & Customer Service

• Serve as the communication link between depot staff, drivers, production, procurement, and finance.
• Assist customers, suppliers, and transporters with administrative queries.
• Communicate delays, shortages, or issues promptly and professionally.

General & Ad-hoc Responsibilities

• Comply with the VKB Cell Phone Procedure while on company premises
• Perform any other duties requested by the Depot Supervisor / Warehouse Manager /Business Unit Manager. (or whoever is standing in for the above).
• Comply with all Health & Safety and Food Safety laws, standards, and internal company procedures to ensure a safe and compliant working environment.

Closing Date 31 July 2026