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SOUTH AFRICAN MARITIME SAFETY AUTHORITY (SAMSA)
 
SENIOR OFFICE ADMIN - RE-ADVERTISEMENT
GRADE: B5
EASTERN REGION: RICHARDS BAY
 
JOB PURPOSE
Provide an administrative support function to survey activity and to assist in the general administration of the Port Office
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KEY PERFORMANCE AREAS
Provide routine and ad hoc clerical support
  • Support administrative and finance staff, ensuring that they perform their duties in a proper manner 
  • Ensure efficient and cost-effective administration  
  • Ensure compliance with correct and thorough administrative procedures 
  • Obtain quotes for stationery/furniture or any other office requirement  
  • Responsible for purchase orders requisitions in respect of work in progress  
  • Follow up on purchase orders in order to affect payment with finance  
  • Responsible for the staff refreshments and ensure that there is always enough stock for the month 
  • Assist with the organizing of end year procedures i.e. asset verification  
  • Responsible for the Small Craft Skipper applications, after the examination, see that the SIOMS case are completed up to where Pretoria receive the application for issuing of the certificate 
 
 
Solve client queries and assist with technical queries
  • Interacting with clients (electronically or face-to-face) gathering information to understand the nature of the enquiry and then evaluate if there are room within existing procedures to resolve the issue(s). If not, explain the reasons why not and what alternatives are available 
  • If needed that transactions have to be reversed, prepare the necessary documentation and obtain approval to make the required entries. 
  • Investigate alternatives and if it is fundamentally enough to change procedures, approach management with suggestions how to change work procedures. 
  • Take up complicated technical queries with the appropriate internal staff and seek solutions that are accurate and fair.  
  • Keep clients informed if the process of finding a solution takes longer than the immediate interaction.
 
Financial processes
  • Oversee the process of fee charging. Ensuring that clerks are trained in and orientated in how to calculate fees accurately. 
  • Implement the accounting procedures related to funds management and ensure that the systems on which transactions are recorded are available and correctly configured. 
  • Responsible for the office's Petty Cash transactions. See that the appropriate steps are in place to adhere to Financial requirements 
  • Issue invoices and invoice receipts for payments.
  • Capture invoices on SIOMS.
  • Prepare Inventory report on a monthly basis.
  • Follow up on debtors with outstanding payments.
  • Collect remittances monthly.
 
Manage clerical staff performing administrative tasks
  • Provide leadership in the guidance of the work allocation, performance management and recognition for work done. Develop skills and ensure that people are competent. 
 
MINIMUM REQUIREMENTS
  • Grade 12
  • NQF Level 5: Higher Certificate in Admin
 
PREFERRED QUALIFICATIONS, TRAINING AND EXPERIENCE
  • 6 Years' experience in an admin position
  • Knowledge in finance
  • Proficient filing skills
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Should you meet the requirements as set out above, please e-mail your CV to Amahle Mbatha at recruitment2@samsa.org.za
 
As we are committed to Employment Equity in our employment practices, it is our intention to appoint individuals with the aim of meeting our Equity objectives. Preference will be given to African Females and People living with a disability to achieve the objectives of Employment Equity.  
 
CLOSING DATE: 24 April 2020
 
Please note: SAMSA reserves the right not to make an appointment to any advertised position. No late applications will be considered. Psychometric and other assessments may be used as part of the selection process and all shortlisted candidates will be required to be available for the tests. If you have not been contacted within 1 month of the closing date as mentioned above, kindly deem your application unsuccessful.