Stores and Administration FAEL - East London at ATNS

Job description

ATNS is seeking an incumbent to provide an administration function and perform stores duties for the Technical Support Department.

Major Activities 

• Receive and correlate documents in order of priority
• Submit documents to MTS/STS for approval and action
• Maintain a filing system on all applicable Technical Support documentation
• Compose, type and distribute documentation
• Safeguarding the integrity and confidentiality of documentation
• Handling queries
• Arrange meeting with internal and external stake holders and customers
• Taking, typing and distributing of minutes (Technical, ATS/TS, OHAS, ACSA etc.)
• Forward documents and parcels internally and externally (post, fax, courier)
• Co-ordinate MTS/STS’s activities
• Delegation of Authority when MTS/STS is out of office
• Maintain Technical archives
• Perform reception duties
• Liaise with ACSA on issues such as invoices, permit issuing, boardroom booking etc
• Assist in ensuring compliance with Occupational Health and Safety Act and the ATNS OHAS plan.
• Assist with arranging permits for staff and visitors
• Attendance Registers (weekly and monthly checks and calculation for claims)
• Overtime claims
• Rosters
• Arrange transport, accommodation, S & T, etc. for Technical Staff.
• Monthly Private Vehicle Claims
• Personnel Re-imbursement Claims
• Ensure that all leave is captured by staff members
• Manage the receipt, inspection and validation of all incoming stores
• Manage the dispatch of unserviceable equipment
• Submit documents to STS/MTS for approval and action
• Inventory control of stores, using computer-based stores system. (MMS)
• Maintain correct quantities of stock.
• Undertake regular review of stock levels and provide reports.
• Manage disposal action of surplus stores and assets.
• Regular reporting to management on the efficient functioning of the store and supply arrangements.
• Manage receipt of unserviceable Speakeasy equipment.
• Deliver to workshop for repair and provide a replacement for unserviceable equipment.
• File copies of waybills, packing slips, transfers and other stores related documents as required
• Minute taking of Internal and External Meetings as requested
• Preparation and coordination of presentations as requested
• Liaise with members of senior management & executive team
• Monthly meetings with external clients to facilitate problem solving
• Host internal and external clients in a helpful, professional and friendly manner with proper consideration of their legitimate needs
• Great Plains – Finance – Maintenance Management System (MMS)
• Create Procurement requests
• Tender evaluation process
• Liaise with Supply Chain Management team
• Create Purchase Requisitions
• Forward signed Invoices and Statements to Creditors for payment
• Check all courier invoices and forward for payment
• Manage Petty Cash Float
• Monthly Re-imbursements and claims
• Assist with supplier valuation process
• Assist and submit annual Budget input (CAPEX,OPEX , Internal and External Training)
• Track and advice STS of variances in expenditure
• Prepare for Financial Year End
• Supplier contract Management liaising with Legal Department
• Facilitate Tender Briefing sessions
• Assist with capturing accurate description, specification and scope of work required
• Maintain Asset register ( Asset take-on , asset transfer submitted to Finance and all assets to be barcode)
• Continuous follow up on CIRs and regular updates of Corrective Action Plans
• Ensure compliance with ISO 9001:2015
• Maintain quality documents
• Assist Customer feedback surveys
• Assist staff in navigating the Quality System
• Facilitates QMS Refresher training

Minimum requirements

Minimum Qualifications

• Grade 12
• 3 Year Office Administration Diploma
• Code 8 Drivers License

Minimum Experience

• 3 Years Stores and Administration experience