Careers at NECSA

Key Performance Areas:

Suppliers Reconciliation

• Capture Suppliers' invoices and Credit notes as per Tax Invoice compliance
• Prepare Local and Global Creditors Reconciliation (Reconciliation, Statement, Receipt Register, AP edit, Cash requirement) as per prescribed procedures.
• Ensure that Supplier invoices comply with SARS regulations regarding VAT invoices.
• Follow up on outstanding balances on the reconciliation.
• Prepare a Price difference form when the GRV and Invoice difference is more than a certain amount.
• Prepare adjustment forms when releasing incorrect amounts for invoices.

Compliancewith internal and external Audits and Provisions

• Assist with the Audit queries
• Send all invoices not captured on the financial system to the Financial Officers for the provision of journals at year-end.

Accruals and Age

• Provide reasons for outstanding items on the Accruals.
• Follow up on outstanding balances on the accruals.
• Follow up with the Suppliers to send a statement or invoice not received.
• Capture the invoice on the financial system.
• Provide reasons for outstanding items on the Age Analysis.
• Provide reasons for debit balances on the Age.

BankDetails.

• Verify the supplier's Bank details on the System before releasing an invoice for payment.

Filing

• Save the paid recons with remittances, batch reports, and bank statements to the shared Folder file.
• File the paid recons in marked files

Personal Profile

• Honest and reliable
• Display resourcefulness with common sense
• Ability to handle pressure and meet deadlines
• Always maintain a neat appearance
• Courteous with all parties

Requirements

Qualifications

• Preferably a Diploma in Finance and Accounting
• 5 years’ experience
• Good Communication Skills
• Accurate with figures
• Computer literacy,
• Cargo Wise, Ms excel & Ms Word
• Freight and Forwarding experience

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PRINCIPAL ACCOUNTABILITIES

SYSTEM SUPPORT AND MAINTENANCE

• Provide day-to-day technical support for the Laboratory Information Management System (LIMS).
• Perform system updates, configurations, and routine maintenance to ensure optimal performance.
• Keep abreast with technology.
• Troubleshoot and resolve technical issues related to LIMS functionality.

USER SUPPORT AND TRAINING

• Assist laboratory staff in navigating and using the LIMS effectively.
• Conduct user training sessions and create user guides or documentation as needed.
• Respond to user requests and resolve queries promptly.

DATA MANAGEMENT

• Ensure the accuracy, integrity, and security of data within the LIMS.
• Manage data entry, import/export processes, and system-generated reports.
• Monitor data workflows to ensure compliance with regulatory requirements (e.g., GLP, cGMP, ISO standards).

SYSTEM DEVELOPMENT AND OPTIMIZATION

• Collaborate with laboratory and IT teams to identify opportunities for system improvements.
• Assist in the testing and implementation of LIMS updates and new features.
• Customize system configurations to align with laboratory requirements.

DOCUMENTATION AND REPORTING

• Maintain detailed records of system changes, issues, and resolutions.
• Generate routine and ad hoc reports for laboratory management.
• Document system processes, procedures, and workflows for internal use.

GOVERNANCE, RISK & COMPLIANCE

• Pharmaceutical standards and compliance requirements regarding equipment, as well as knowledge of 21CFR compliance.
• Provide input to the QC Department for improvement of compliance systems on equipment using the LIMS system.
• Liaise with the approved supplier for maintenance of the LIMS system.
• Coordinate and initiate risk/ impact assessments and plans to address LIMS deficiencies.
• Manage the implementation of change controls and processes related to LIMS.

QUALIFICATIONS AND EXPERIENCE

• National Diploma /Bachelor’s degree in Chemistry or Microbiology, Information Systems, or a related field
• Minimum of 5 years’ technical experience working with Laboratory Information Management Systems as a LIMS Administrator with certification for:
•  LIMS Administration or equivalent
• LIMS Basic Programming or equivalent
• SQL certification or equivalent
• Crystal Reports certification or equivalent
• Minimum of 3 years of experience in laboratory operations
• Knowledgeable on cGMP/PICs regulations/guidelines related to laboratory software
• Must be medically fit to qualify as a radiation and chemical worker.
• Must be capable of working under limited supervision, able to evaluate operating conditions, and exercise sound judgment and problem-solving skills.
• Self-motivated, willing to learn beyond production activities.
• Must be prepared to work overtime and inconvenient hours.

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Key Performance Areas

• Asset Maintenance management for the Necsa Group (Entire buildings, steam boilers, air compressors, HVAC systems, plumbing systems, sewerage systems, mobile equipment.
• Management of a portfolio consisting of: Mechanical Maintenance, HVAC Maintenance,
• Plumbing Maintenance, Rigging Services, Mobile Equipment Maintenance.
• Managing breakdowns of mechanical, HVAC, plumbing systems, mobile equipment
• Planning of preventive and breakdown maintenance
• Backlog monitoring and control
• Planned scheduling creation and overseeing the adherence and timely completion of work carried out
• Maintenance of Boilers (4x 10t boilers), compressors, chillers, mobile equipment, lifting equipment, plumbing installations, buildings, etc.
• Improve mean time between failures and downtime reduction of critical equipment, and manage and implement improvement plans,
• Implement and manage continuous improvement and modern maintenance principals by highlighting deficiencies and recommending changes in training, working practices and processes
• Develop a Planned Preventative Maintenance (PPM) schedule, ensure full preventative maintenance is carried out, plan in missed maintenance activities, and lead the team to deliver effectively
• Schedule both internal and external work(s) maximising planned down time and reducing unplanned downtime
• Optimise equipment according to standard procedure, enhancing performance and product quality, ensuring the achievement of all Key Performance Indicators (KPIs)
• Ensure routine calibration and maintenance requirements of a variety of electromechanical, hydraulic and pneumatic systems are undertaken
• Ensure that designated buildings, plant and facilities are fit for purpose and to provide proactive support/solutions when required
• Develop clear accountability for maintenance material spend combined with a strategy to manage expenditure
• Manage systems and equipment data storage and maintain high levels of standards and accuracy
• Manage the process of the introduction of new machinery, plant and equipment from drawing up the specification, to managing suppliers through to full installation in collaboration with all relevant parties
• Manage the process of disposal of obsolete machinery, plant and equipment from gaining agreement to write off to physically removing it and its safe and lawful disposal
• Produce written reports and make presentations
• Perform root cause analysis and resolve problems
• Stay current and up to date on any changes that may affect the supply and demand of needed services and materials and advise others of any impact
• Develop, implement and manage key performance indicators (KPIs) for each area of responsibility
• Ensure KPIs are met by working to the overall plan, including management of, and reporting
• Conduct risk assessments of processes and tasks in the department
• Manage contractors on site to ensure they meet legal and company requirements
• Ensure that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and wellbeing of staff and visit Manage the team on technical best practice and establish standard policies and procedures whilst also mentoring and leading the department.
• Manage the team to ensure machine availability, reactively managing dysfunctional machinery
• Maintain the human capacity and competence in the Necsa Group to be able to provide sustainable maintenance support
• Undertake continuous training and development
• Provide technical expertise to the team
• Identify and deploy the technical skill sets, resource levels and systems to deliver small
• maintenance projects, including the engagement of external resources as required
• Manage, coach and develop a high performing Maintenance team that meets agreed objectives and which delivers best practice results, added value and continuous improvements
• Set department objectives/KPIs and review and assess ongoing performance of direct reports
• Report on achievement of targets and identify any actions required
• Consistently promote high standards through personal example and roll out through the team so that each member of the team understands the standards and behaviours expected of them
• Ensure the delivery of the People Strategy within area of accountability
• Manage and lead the team, ensuring adequate staffing levels
• Motivate and coach the team to operational success
• Monitor the completion of tasks and ensure good performance and record on appropriate systems
• Review, implement and update company records e.g. training matrices, performance reviews, risk assessments
• Communicate KPIs from the strategic annual plan so that each employee is aware
• Input and hold responsibility for maintenance budgets
• Prepare the annual Maintenance budget and forecasts and all Capital Expenditure proposals as well as ensuring compliance with legal standards.
• Manage the budget from identification to completion of projects
• Prepare the annual Maintenance budget and forecasts and all Capital Expenditure proposals as well as ensuring compliance with legal standards.
• Manage the budget from identification to completion of projects
• Contribute to the creation and implementation of best practice maintenance vision, strategy, policies, processes and procedures to aid and improve operational performance
• Contribute to new business initiatives and projects and review and communicate the impact on Maintenance activities
• Work as part of the Management team to share ideas and improve operation, recommending, supporting and implementing continuous improvement activities and process and procedure improvements to optimise results and improve quality of delivery, in line with quality standards requirements delivery in line with Company and Customer requirements
• Develop and maintain strong relationships with internal and external stakeholders to ensure optimal performance
• Work collaboratively, negotiate and engage with key stakeholders to facilitate delivery and compliance with the maintenance strategy
• Communicate with stakeholders the impact of market change and potential effects on engineering design and development. Recommend solutions without compromising quality or service while optimising cost
• Liaise and communicate with other departments, customers, suppliers and other service providers
• Ensure an effective interface with other departmental staff is maintained

Minimum Qualifications:

• BSc/B-Tech Mechanical Degree or equivalent
• Formal management diploma or equivalent
• GCC qualification would be an advantage

Minimum Experience:

• At least 5 years’ experience in a mechanical management role
• Extensive plant level experience with significant proven man management experience
• Experience of managing Profit and Loss (P&L) responsibilities for maintenance
• Understanding of manufacturing and procurement/supply chain
• Understanding of ISO 14001/9001/45001
• Strong proficiency in Microsoft Office

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Key Performance Areas: 

Administrative support     

• Provide secretarial services to the Group’s Executive and support the SBE’s departments (Group Legal, Group Communications, Group Security, Group Strategy, Performance and Productivity, Group IT, Group Compliance, Group Business Development & Technology Commercialisation
• Establish and maintain a secure and effective e-filing and document management system for fast retrieval of data and confidential documents
• Collating Board, Exco documents and support Departments in reviewing submissions, preparing draft Ms-word reports, memos, letters, Agendas power presentations and excel, etc. in line with the executive's requirement
• Liaison with SSA for security clearance for national & international visitors of the GE
• Proactively determine and obtain relevant information required to support the executive's contribution.
• Take minute of meetings and distribute minutes to all relevant stakeholders. Monitor and confirm that actions arising from meetings are executed or attended to.
• Analyse and summarise information into a report for ease of use by the executive
• Act as first point of contact, representative and information source for the executive's office, and respond to basic queries and requests for information.

Travel & Visitors

• Coordinate and manage the logistics for local & international travelling (e.g drafting travel memo’s, travel letters etc)
• Reconcile all the travel expenses and related claims
• Coordinating all travel arrangements for the Group Executive, i.e. booking of airlines, hotels, travel documents, coordinating complex travel etc.
• Receive and welcome VIPs and visitors courteously and professionally.
• Conduct first-line research for the executive when required, consulting relevant internal or external sources e.g Country info, culture, medicals or anything that the Group Executive needs to be made aware of

Telephone etiquette / Office correspondence / Stakeholders / Office Protocol

• Proactive response to telephonic queries and keeping GE informed of telephonic queries.
• Screen all incoming calls of the executive and divert or take messages.
• Processing of incoming emails (e.g reading, monitoring and responding to the emails and queries as directed by the GE or where possible responding on behalf of the Group Executive in his/her absence OR preliminary drafting of responses on the GE's behalf
• Communicating with various levels of management internally and externally thereby establishing and maintaining sound relations with all relevant stakeholders such as Board members, other executives, and general staff in assisting with requests to and from the executive, dealing with issues/queries, and managing incoming and outgoing instructions and responses to and from the executive
• Prepare professional business correspondence accurately, timeously, and as specified for review and approval by the executive when required to do so
• Set the standard of executive office protocol, i.e. the way things are done in terms of executive office management processes and practices, including for stakeholder relations management in the context of executive assistance.
• Interacting with General Managers, Senior managers, Line Managers, and other Executives of the company & interacting with members of the public and internal staff
• Liaise and interface with relevant internal and external stakeholders such as suppliers, senior government officials, clients, and other executives as required, conveying information accurately, professionally, and courteously whilst maintaining the required level of confidentiality.

Asset management & Procurement of Office consumables and Equipment

• Arrange or coordinate all the general office consumables stationery and office equipment etc
• Ensure effective management of the executive office through the efficient use of technology, ensuring optimisation of available hardware, software and equipment, by ensuring effective functioning of all systems and equipment, and by ensuring correct and adequate stationery and required catering.
• Keep record of consumables budget of the office of the GE and ensure that we do not exceed the consumables budget
• Report expenditure and variances to the budget of the executive's office on a monthly basis and manage flow of funds to ensure continued availability
• Arrange refreshments, tea, etc. for visitors and meetings
• Managing and monitoring the use of the boardroom and areas within the GE’s floor.
• Maintain office equipment, housekeeping for safety and BBS and report any unsafe / safety hazards
• Coordination and arrangement of the presentation venues and equipment,

Diary Management

• Assist with coordinating activities of the Group Executive.
• Manage and maintain the executive's schedule with due consideration of the corporate calendar and relevant events, demonstrating an awareness and understanding of business priorities and issues and the impact thereof on business operations. This includes daily time management and consultation with relevant stakeholders to ensure Optimisation of the executive's time, availability and contribution
• Schedule and arrange meetings for the executive nationally and internationally, ensuring that agendas are prepared, required inputs are received from all parties concerned, and that all relevant documentation is in order. Brief and update the executive on the context of meetings in advance, as well as the input and actions required from him/her at the meeting.
• Maintain effective communication channels at all times to keep the executive informed of relevant events and important information affecting the diary whether at the office or travelling abroad
• Manage GE’s diary to ensure reasonable access by all direct reports and other authorised employees.
• Ensure proper and efficient running of the GE’s appointments and setting up of meetings
• Take proactive role in the GE’s time management and reports.
• Managing the Group Executive’s internal and external arrangements/engagements.
• Brief the GE in advance about upcoming meetings and diary changes
• Arrange and maintain accurate recording of appointments, meetings lunches, and seminars and all other activities assigned by the Group Executive

Qualifications and Experience

Education:

• National Diploma in Office Administration Management or Secretarial Diploma.

Experience: 

• More than 5 years’ experience as an executive secretary for an Executive Manager.
• Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.
• Proficiency in appointment scheduling software such as MS Outlook and call forwarding.
• Advanced knowledge of MS Office and Windows
• Ability to work under pressure and meet deadlines
• Communicating with various levels of management internally and externally