Job Introduction
G4S Secure Solutions (SA), a leading provider of integrated security management solutions, has a vacancy for a Logistics & Assets Administrator based at our Head Office in Centurion, Gauteng reporting to Regional Procurement & Logistics Manager.
The successful incumbent is a self-starter with a proven track record in maintaining company policy, adopting best practices, and is able to exercise sound judgement in the pursuit of the achievement of the goals of the organisation, and understanding the role which the Logistics & Assets Administrator plays within a successful business unit. The incumbent will be expected to be results driven and to live the values of the organisation.
We welcome applications from all suitably qualified candidates, but SA citizens will have a distinct advantage
Role Responsibility
- Effective Cell phone & Airtime administration
- Facilitate incoming requests for the issue of cell phones
- Maintain database of all required information pertaining to cell phones
- Issue cell phones according to the nominated process in line with the required authorisation requirements
- Issue SIM cards
- Ensure contracts are managed to have the minimum of surplus contracts
- Liaise with suppliers for timeous delivery
- Attend monthly supplier meetings to ensure service delivery Issue quarterly verification of information to relevant Heads.
- Update information received. Report non-compliance to request to the Head of Procurement.
- Generate reports by required deadlines
- Maintain a record of savings
- Create purchase orders, GRN and support AP department with payment requirements
- Capturing and updating of monthly site airtime
- Resolving Airtime queries
- Administration of Credit Cards/ Checkers Company Card
- Facilitate credit cards requests in line with the authorisation requested
- Manage database monthly to ensure that credit cards are cancelled as bearers exit the company
- Liaise with suppliers for timeous delivery
- Facilitate limit changes on credit cards
- Issue yearly verification of information to card holders. Report non-compliance to request to Head of Procurement
- Attend to related queries
- Ensure that all transactions are recorded as per the slip provided
- Assist with monthly reconciliation for AP
- Supplier Registration process & BBBEE
- Receive requests, ensure that motivation and documentation is correct.
- Prepare a pack for approval.
- Load approved suppliers on to system in line with Finance criteria and rules
- Create and maintain folders, duly labelled with all supplier documents BBBEE recording
- Obtain all supplier BBBEE certificates on an annual basis and update information in the database.
- Schedule meetings with associated departments for the collection of certificates.
- Report non-compliance to the Head of Procurement.
- Meet deadlines yearly for completion of tasks
- Notify Head of Procurement of exceptions such as not compliant or not valid immediately
- File & Record certificates for rating purposes
- Assist with supporting documents and requirements as requested for rating purposes
- Database & billing controls
- Create and maintain a database for required suppliers and landlords
- Assist with property administration as required
- Update property database with all new information
- Obtain all supplier documents and update information on supplier contracts database
- Facilitate Head Office payments for Head Office and National suppliers in scope
- Check billing allocations against current database
- Check billing to contract where relevant
- Weekly open order report - prepare reports for all systems on a weekly basis.
- Record comments in weekly meetings. Carry over comments to the following weeks report.
- Schedule meetings to follow up on open orders
- Report non-compliance to the Procurement & Logistics Manager
- Facilitate new requirements to support the department as and when necessary
- Ad Hoc Administration
- Facilitate legal review of credit applications, contracts and company documents in scope
- Create and maintain folders, duly labelled of all supplier documents
- Complete monthly MFC reports
- Assist as necessary for control of items distributed from Head Office
- Facilitate Head Office payments for Head Office suppliers in scope
- Facilitate new requirements to support the department as and when necessary
- Drafting and sending cancellation letters, and up-keeping of the cancellation register to ensure that there are no additional invoices after the cancellation months.
- Participate in the design/ development/ review/ implementation and monitoring of the departmental safety plans for each year
- Participate in safety forums created by the company for example safety meetings and safety talks
- Report all safety incidents to the relevant people
- Discuss all safety incidents
- Follow-up on any activities assigned through safety meeting/committee/representative/management
- Attend safety education and refresher programs
- Comply with safety policies and procedures at the workplace
- Distribute safety information as and when required
Qualification and Experience
- Grade 12 (Matric)
- Relevant tertiary qualification preferred (Supply chain, Logistics, and Procurement)
- Minimum 3-5 years Administration experience
- MS Office Computer skills (Advance Excel)
- Good Communication (written and verbal)
- Attention to detail
- Administrative procedures
- Strong organization and record maintenance skills
