Appointment requirements

• An appropriate three-year career-related tertiary qualification (degree or national diploma) in Human Resources, Management, Public Administration, Office Administration or in a study field related to the position
• At least three years’ relevant working experience in an administrative support environment
• Supervisory experience will be an added advantage
• Computer literacy
• Experience in working on the IBIS system and capturing complaints on SAP CRM, SAP ECC and SAP S/4HANA will be an added advantage
• Must undergo a criminal record check and such a person shall allow their fingerprints to be taken by the Tshwane Metro Police Department at own cost

Primary functions

• Provide management support
• Run inconsistency error reports centrally for the IBIS system
• Provide weekly attendance registers generated from the IBIS system to all supervisors on a weekly basis
• Coordinate standby team lists and prepare the weekly standby personnel contact list to the reporting centre
• Provide personnel support and administration
• Assist in the administration of compiling shortlists and scheduling interviews
• Provide administrative support to manage injuries on duty
• Keep injury on duty statistics for occupational health and safety meetings
• Verify that all leave captured on the IMIS system is reflected on SAP
• Import clock records into the IMIS system on a weekly basis
• Conduct administration of all service terminations
• Conduct administration of scale increments
• Handle salary queries
• Provide general administrative support
• Manage and control all photocopiers
• Create purchase requisitions and orders for the payment of monthly rentals and copies Ensure that machines are replaced when contracts expire or apply for extensions if needed
• Centrally register and release insurance and liability claims for all regions
• Conduct administration of official parking facilities
• Manage communication complaints
• File and archive documents
• Ensure non-motorised asset control
• Provide financial support
• Manage administration and user support for IBIS functions that are essential for financial management, scorecard requirements and organisational structure management
• Centrally create all job codes in the IMIS system
• Verify budgets for work orders received centrally from other departments and then create job codes and issue job cards on the IBIS system for work to be executed in the regions
• Capture and administrate time sheets on the IBIS system
• Register work orders and complaints on SAP CRM and the IBIS system
• Conduct administration and reconcile all internally manufactured materials on the IBIS system
• Reconcile VEM slips with the IMIS system on a weekly basis
• Create reservations, requisitions and service entries on SAP S4/HANA
• Ensure fleet management support operations
• Compile and submit business plans for all additional fleet needs of the department
• Assist with the use of departmental vehicles, equipment and machinery (maintenance scheduling, inspection, fuel consumption, replenishment, safekeeping and licence renewals)
• Handle requests for the rental of vehicles from the corporate pool
• Report all accidents as per the insurance policy
• Supervise personnel

Personal attributes and/or competencies

Good communication and interpersonal skills; ability to liaise with councillors and other parties involved in construction operations; leadership qualities; ability to solve problems creatively; ability to work under pressure; being assertive and decisive in decision-making; ability to work as part of a team