Description

• We are looking for a highly organized candidate with good numerical skills for the position of Senior Clerk: Assets.
• You will be working for  a well-established company with strong values. In exchange for your services, you will receive a competitive compensation package. You will be joining an organisation that values employee development and rewards excellent performance.

YOUR RESPONSIBILITIES WILL INCLUDE THE FOLLOWING:

Audit reports

• Print all audit reports received from auditors and asset modification folders.
• Capture data into the system.
• Investigate shortages and report on anomalies.
• Compare audit reports with the current asset register for validation.
• Timeous processing of Audit reports.
• Accurate capturing of information, ie compliance to policy and procedure.
• Details captured accurately on spreadsheets

Complete asset modification forms 

• Check the asset modification forms received from Area Managers, accuracy and signature.
• Follow up on asset modification forms re-submitted to Area Managers for corrections.
• Ensure that asset modification form is submitted to the Finance department for asset register corrections.
• Follow up with the finance department that corrections are made, resolve any issues that may arise.
• Check the assets register to get confirmation once changes are done.

Asset write offs

• Assets to be written off, instructions must be received in writing.
• Details captured accurately in spreadsheet.
• Adequate follow up on outstanding information, ie: reason/motivation etc.
• Write offs must be approved by the Area manager and Fleet/ITC/Fixed Property Manager.
• Ensure all written-off/stolen equipment is replaced, information to be mailed to procurement clerk in the relevant departments.

Vehicle Audit Control

• Maintain accurate records of audit reports for vehicles.
• Monitor all system changes that are made.
• Report any discrepancies between systems (all systems).
• Keep track of written off vehicles and ensure that all systems are amended. accordingly (scrapped/write offs).

Transfer of Assets

• Transfer of assets must be done timeously (Furniture/Equipment/Vehicles/IT Equipment and Fixed Property assets).
• Ensure all systems are aligned.
• Follow up on all outstanding asset modification forms.
• Manage transfers and track progress via timeline.
• Accurate record keeping.

Manage the disposal of written off/scrapped, equipment, furniture

• Ensure accurate and timeous communication to all relevant branches/provincial office of written off assets after asset register has been amended.
• Monitor disposal of equipment and furniture by the branches, with confirmation from agents that written off assets has been disposed off.
• Update spreadsheets with accurate information.

General office administration

• Record keeping on all outstanding asset modification forms.
• Proactive problem-solving issues pertaining to delays and obstructions.
• Update the necessary systems with the relevant information – ie: spreadsheets, systems.
• Adequate follow up on queries.
• Ensure all necessary documents are received as per policy and procedure, ie registration documents: NCO or de-reregistration certificate for vehicle write offs.
• Handle queries from branches.
• Ad-hoc duties, pertaining to any once off projects or instructions from department head, Accountant and manager.

Reports

• Submit reports on outstanding asset modification forms monthly.
• Maintain reports.
• Report to all stakeholders: ie Fleet/Fixed Property/ITC and Area. Managers/Agencies.
• Monthly reconciliation on all vehicle inspection forms’ reconciliations from agencies.
• Monthly Reconciliation on  vehicle inspections sheets from agencies.

Requirements

• Grade 12
• 3 Years fleet and/or office administrative management experience
• Computer literate
• Time management
• People Skills (Interpersonal skills)