Senior Administration Officer: Provisioning at Department Of Public Works And Infrastructure

REQUIREMENTS :

•  A minimum of three-year tertiary qualification (NQF Level 06) / National Diploma in Supply Chain Management / Public Admin or related qualification, relevant experience in the field of Logistics or Supply Chain Management. Knowledge of the Public Finance Management Act, Computer Literacy and a Driver’s License are compulsory.

DUTIES :

• The effective administration support of the of LOGIS system and orders unit: Receive requests from end users. Ensure that the request for goods and services received from line function is compliant before processing the order. Ensure processing of requisitions. Place and verify orders for goods. Control turnaround time of requisition and orders. Monitor and follow up on outstanding orders. Inform users and suppliers regarding the cancellation of orders. Ensure that all procurement practices are in accordance with policies and circulars. Ensure that petty cash is issued and recorded correctly and that replenishment of petty cash is finalised. Compiling of monthly reconciliation report for suppliers. Ensure administration and maintaining user profiles on LOGIS and user support.
• Ensure the usage of the LOGIS system is reviewed. Ensure monthly LOGIS system reports are compiled and submitted on time. Ensure that the LOGIS users are informed of release notes. Ensure that the chief user list is updated. Preparation of monthly, quarterly and annual financial inputs. The effective and efficient processing of payments: Receive invoices from different units and attach to the orders. Verify the compliance of invoices and ensure their certification. Ensure that invoices are attached to the correct orders. Ensure invoices are captured correctly. Verification of Sundry payments. Ensure that invoices are finalized within 30 days; Receive invoices on the Reapatala invoices tracking system. Submit payment statistics. Check correctness of invoices submitted for payment. Ensure that invoices are certified and captured correctly. Compile. LOGIS commitment reports. Preparation of monthly, quarterly and annual financial inputs.
• The effective and efficient administration of cellular phones: Ensure that all placement of cell phone orders are in accordance with the agreed and signed packages by National Treasury RT 15 Contract. Handle cellular phone and 3G card queries Identify the cellular phones and Data exceeding and inform the officials via e-mails to settle their accounts. Oversee recordkeeping of returned handsets Monitor all cellular and 3G contracts’ expiry dates either to upgrade or cancel the contracts. Recording and issuing cellular phones. Maintain and update the cellular phone asset register. Manage the usage and expenditure of cellular phones through the Spend Manager tool. Verify the compliance of invoices and ensure certification. Assist with the preparation of monthly, quarterly and annual financial inputs. Ensure the monthly reconciliation reports are done.
• Supervise employees to ensure an effective delivery service: General supervision of employees. Ensure compliance with disciplinary and grievance code and handle administrative issues regarding HR matters. Allocate duties and perform quality control on the work delivered by subordinates. Advice and lead subordinates regarding all aspects of the work. Manage performance of staff and ensure assessments are made. Ensure that all subordinates are trained and developed to be able to deliver work of the required standard efficiently and effectively.