Senior Administration

JOB DESCRIPTION PERSONAL DEVELOPMENT AND ATTRIBUTES

• Follows through and delivers results despite obstacles.

• Identifies, analyses, organises and solves problems and issues in a timely and effective manner.

• Delivers required business results; sets and achieves goals, and consistently complies with quality standards.

• Optimises use of time to ensure maximum output and delivery, as per required timeframes.

• Works within a team structure. • Works well under pressure with high degree of attention to detail.

OFFICE ADMINISTRATION

• Prepares, formats and proof reads technical reports and documents.

• Takes minutes at meetings and distributes thereof.

• Compiles tenders and ensures documentation is certified timeously as and when required

• Compiles, submits and tracks invoices to clients as and when required.

• Processes external supplier’s invoices as and when required.

• Delivers and collects documents. • Handles all divisional correspondence.

• Files all documentation in accordance with Quality Management System.

• Orders, monitors and distributes stationery for the Executives.

• Makes travel arrangements for the Executives.

• Maintains Technical Executive’s diaries. •

Captures Technical Executives timesheets on Proman.

• Organises catering and sets up meetings for the executives and liaises with HR for budgets.

• Formulates PowerPoint presentations.

GENERAL ADMINISTRATIVE DUTIES

• Provides support and assists with work overflow as needed by the management team.

• Vision system administration Name of Incumbent:

• Supervises junior administrators

TENDERING DUTIES

• Collates and submits supplier database applications.

• Liaises with Head Office and Business Unit Manager to arrange briefing attendance.

• Downloads necessary tender documents and updates tender calendar.

• Compiles tenders, ensuring correct and timeously submission – updates tender results.

• Manages tender correspondence in line with internal and external guidelines.

• Accurately inputs tender milestone dates into the Tender Tracker system.

• Assists in the management of data related to the tendering process.

FINANCIAL DUTIES

• Collates invoices for client within the defined deadline of the 5th of the month.

• Follows up on debtors in terms of 45/60 days in liaison with Divisional Manager.

• Follows up on submission of creditors invoices to be received monthly, with constant follow up.

• Maintains project pipeline plan in terms of recovery of debtors and management of outstanding invoices to be processed.

• Adheres to the policy rules as set in the HR-PO-Travel Policy when booking accommodation, flights, etc.

STRATEGIC SUPPORT

• Monitoring progress of all SANRAL WA’s for the Division.

• Monitoring monthly PPP Revenue Fee claim.

• Recording deviations to monthly PPP Revenue Fee claim.

• Tracking recovery of negative deviations.

• Fortnightly monitoring of debtors exceeding 30 days. •

SANRAL IT IS Reporting

• Preparation of tier 2 procurement documentation and tender evaluation reports.

• Adhoc project management assistance on various projects.

• Administration support to the Divisonal Technical Executive

Desired Skills:

• Attention to detail
• Report preparation
• Tender compilation
• Travel arrangements
• Diary management
• Tender correspondence management
• Debtor follow-up