Senior Administrative Officer (Key Custodian) at The Government Pensions Administration Agency (GPAA)

Qualification/s Requirements

• A relevant three-year tertiary qualification, National Diploma/Degree in Security Risk Management (at least 360 credits). Three years appropriate experience within the Security environment as Key Custodian. Computer literacy that would include a good working knowledge of Microsoft Office products. Valid driver’s license (code 8). 

Key Performance Areas

The incumbent of this position will be responsible for a wide variety of tasks which includes the following, but not limited to:

Implement key control and incident management procedures and policies:

• Provide advice and guidelines on the interpretation and application of legislation, policies and procedures
• Drafting of a Key Management Policy and Procedure for adherence by all GPAA employees
• Conduct periodic key inventory inspections
• Implement and monitor the key control and incident management policies
• Implement the operational plan and reports
• Prepare and present quarterly reports to management
• Conduct quarterly audits on the day-to-day management of keys at all GPAA offices; draft corrective actions.
• Draft an Incident Management Policy and Procedure to which all incidents will be administered.
• Ensure compliance with the GPAA Key Management Policy and Procedure.

Manage the utilization of keys within GPAA:

• Establish and maintain key control register
• Conduct periodic key inventory inspections
• Conduct maintenance and operation of the GPAA’s key depository (keys to certain areas are issued and returned to the custodian)
• Ensure that spare keys are always available at all offices
• Managing and storing of keys
• Conduct regular inspection of locks and keys
• Regular after hour visits to security control point to determine if duplicate keys are managed correctly
• Conduct operation and maintenance of GPAA’s key depository
• Facilitate training on setting of safe combinations to employees

Ensure that all key incidents are reported:

• Compile the routine correspondence and reports on incidents
• Maintain the incident report
• Liaise with the relevant stakeholders on the incidents reported
• Produce monthly key audit reports
• Investigation regarding the reporting of lost keys
• Compile a database on all related incidents and breaches
• Compile a database on which incidents will be recorded and administered
• Check OB at GPAA head office to get familiarized with all security incidents and breaches
• Manage procedures followed by the Emergency Control Centre in cases of incidents/ breaches
• Conduct quarterly audit on incident administration at all GPAA offices to ensure compliance to GPAA Incident Management Policy and Procedure

Provide feedback and report to relevant stakeholders:

• Compile inventory reports on the lock and keys
• Draft weekly reports for completion by all responsible employees / service providers to remain up to date with Establishment and maintenance of keys control registers
• Compilation of routine correspondence and reports regarding key incidents and investigations
• Compilation of monthly reports about key control matters
• Compile monthly report on incidents experienced and feedback obtained with corrective action proposed and implemented

Provide security services in GPAA adhoc and special events:

• Manage safety and security at GEPF and GPAA special events
• Coordinate and submit a completed event categorization form to SAPS office
• Facilitate security cluster stakeholders’ plenary meetings for GEPF national community road shows
• Conduct security risk assessments and submit propose mitigating strategies
• Develop and submit operational plans for events
• Manage all security – related events activities and ensure compliance with legislative requirements
• Facilitate and manage parking arrangements and allocations for GEPF customers ad GPAA staff personnel