Senior Clerk - Khulisa at Sappi

Description

We are hiring!

• We’re on the lookout for an experienced Senior Clerk - Khulisa to provide efficient data processing and Forcelink system administrative support to the unit to ensure timeous and accurate payments and service is rendered to the unit’s stakeholders

As a Senior Clerk - Khulisa , you will be responsible for: 

• Provide first line support and administrative function at back office to Forcelink users’ challenges by tracking and addressing queries raised through Forcelink and relay these to Acumen support function to provide efficient resolution system whilst saving users time to focus on their KPIs.
• Monitor turnaround time by drawing reports on queries raised by stakeholders including potential suppliers on Forcelink and assign tasks to relevant managers to help team adhere to the targeted 10 days turnaround response time.
• Update RFP numbers, contract volumes, contract duration on Forcelink based on Ariba reports to ensure that FMs and Foresters do not procure timber on expired contracts and have data to track supply against contractual volume to counter theft.
• Assist FMs and Foresters in ensuring that suppliers and their service providers are paid within a week by verifying and or unblocking vendor/customers to achieve the 10 days turnaround time and maintain supplier loyalty.
• Update planting materials including chemicals and store inventory Forcelink based on nursery orders  and FM reports to ensure smooth execution of planting and maintenance plans.
• Verify plot data, grower information on Microforest and SAP to eliminate the occurrence of duplicated silviculture payments to avoid financial loss to company.
• Update grower loan accounts on Forcelink monthly using updates from SAP reports to ensure suppliers have their latest feedback balances to improve relations and supplier loyalty.
• Initiate RFP process on Ariba new/renewal contract requests by - screen information received for correctness and accuracy; upload the contract information packs from PMs/FMs onto Ariba to ensure that no business transaction occurs without a legal agreement in place.
• Distribute copies of signed agreements to the FMs via email to ensure compliance to contractual terms and execution of the agreement to meet KPIs.
• Load and track contract approval process flow on Ariba to ensure effective and timeous completion of agreements. 
• Assist Foresters by updating PEFC/FSC Certification status on Forcelink in order to ensure Khulisa prioritises sourcing certified timber.
• Assist in developing and updating new forms and/or processes on MetaBuilder; Forcelink; Ariba etc. to ensure improved efficiencies in our systems.
• Keep team members abreast of systems changes and distribute updates via e-mail to manage change and focus efforts on objectives.
•  Assist Business Manager with consolidating; updating and editing reports using TCS; SAP; Forcelink and feedback from FMs and their teams to ensure that senior management and the team is updated on developments.
• Export and file various cost reports including; loan balances and FZ Accounts from SAP; TCS; Forcelink in shared folders improve access to information to all team members.
• Upload, update and maintain “NextCloud” a centralized control system/page – storing of all Khulisa agreements, FSC Documents, other Forcelink documents to improve access to information and backup documentation.
• Assist by compiling & tracking Forcelink Change Requests as per changing business requirements and facilitate the process to ensure completion and testing.
• Ensure regular communication and updates to all suppliers by managing the bulk SMS communication tool viz. Clickatel to ensure timeous and consistent updates reach all suppliers timeously.
• Add and/or remove users to the Forcelink Grower App and ensure access to required Forcelink functionalities.
• Assist by monitoring Khulisa monthly Forcelink licence fees and reconcile invoice against users and ensure all invoices are paid timeously.
• Assist by uploading approved silviculture, harvesting and COBT rates on Forcelink to ensure APOs have up-to-date information.
• Liaise with Nursery and regional teams to update monthly seedling cost allocations and cost centres.

What are we looking for?

• Grade 12
• An Admin related qualification preferable
• Minimum of 2 years relevant experience
• Previous knowledge and/or experience in Forcelink/MicroForest/SAP would be preferable