Administrative Officer – Fleet at Council for Geoscience

Administrative Officer – Fleet at Council for Geoscience

Administrative Officer – Fleet

• Vacancies
• Pretoria (Head Office)
• P11 (R473 741,43 CTC Per Annum) R / Year

Reporting Line : Manager: Facilities Management
Overall, Job Purpose: To provide administrative services towards the organisation’s fleet management such as but not limited to inspection of vehicles, scheduling for maintenance, verification and management of records, incident reporting and administration of traffic infringements.

KEY RESPONSIBILITIES:

Fleet Management

• Supervise section staff.
• Capture and file all vehicles log records.
• The Transport Officer can Conduct vehicle inspections with drivers.
• Ensure that trip authorisations forms are approved before vehicles are issued
• Ensure that all drivers and passengers are authorised for the trip.

Driver Registration

• Ensure that all employees complete the driver registration form prior to operating fleet vehicles.
• Administer and driver registration and passengers authorisation records.
• Capture all data and information on the vehicle monitoring system.
• Administer driver’s identifications tag to employees and records.

Nedfleet Administration

• Ensure that vehicles trip records are submitted at the end of each trip.
• Collate, verify and reconcile Nedfleet statement with vehicles trip records.

Vehicle Scheduling and Issuing

• Prepare and schedule vehicles using the scheduling system.
• Check the trip authority form to ensure that the form is completed properly and approved by the Unit Manager for the usage of the vehicle.
• Check if the driver has an appropriate and valid driver’s license.
• Conduct a pre-inspection of the vehicle, by completing and signing of the trip inspection form.
• Keep copies of all completed forms.
• Ensure the employee completes the vehicle use registers.
• Issue the driver with the car keys and the Fleet card.
• Unsure that the drivers are taking the vehicles to the service
• And the regional offices

Driver Scheduling

• Receiving all driver service requests and allocation of Drivers.

Speed violations

• Check the fleet speed and traffic laws violations and report violations.
• Check the weekend and overnight usage of fleet vehicles and report deviations and anomalies.

Vehicle Tracking

• Check all the logs after they were captured for any speed violation and notify users.
• Monitor fleet vehicles through the tracking service and report any deviations and anomalies.

Admiration of Vehicle bookings

• Receive all booking requests sent to the relevant e-mail address. This will include telephonic booking of vehicles.
• Confirming availability (Booking Spreadsheet) of vehicles and reply to the booking request by e-mail.

Procurement

• Administer process for fleet vehicles licensing.
• Procure PPE for section staff.

Service and Maintenance

• Book vehicles and equipment for maintenance and repairs.
• Assist employee in case of a mechanical breakdown.
• Keep records of vehicle/equipment services, maintenance and repairs.

Coordination of Courier Services

• Administration of goods and parcels, i.e. receive and dispatch.

Knowledge and Experience

• 3-5 years of fleet management experience.
• Experience and understanding of general administration and office support.
• Fully computer literate with an advanced level of MS Office.
• Ability to exercise discretion in dealing with confidential or sensitive matters.
• Confident and able to work on own initiative and with limited supervision.
• Strong organisational and planning skills with the ability to prioritise.
• Knowledge of supply chain management process.

BEHAVIOURAL ATTRIBUTES:

• Strong business acumen, ethics and integrity.
• Good communication skills (written and verbal) at all levels within the business and with stakeholders.
• Excellent interpersonal and team working skills.
• Meticulous, accurate and pay attention to detail.
• Excellent customer and analytical skills.
• Ability to work under pressure and at times extended hours to meet deadline.
• Good supervision (contractors) skills.
• Initiative.
• Assertiveness.
• Self-motivated.

EDUCATIONAL QUALIFICATIONS:

• Grade 12,
• National Diploma (NQF 6) in Fleet/Transport Management, Logistics or equivalent
• Driver’s License (EB/B)
• A valid Professional Driving Permit (PDP) will be an added advantage

The Council for Geoscience is committed to Employment Equity and diversity. In accordance with the Employment Equity prescripts, preference will be given but not limited to candidates from under-represented designated groups. Females and people from previously disadvantaged groups and sectors are encouraged to apply.

If you meet the above requirements and wish to apply, click the apply button below.

Correspondence will be limited to shortlisted candidates only. If you have not been contacted within eight (8) weeks after the closing date of this advertisement, please accept that your application was unsuccessful.

All appointments are subject to positive vetting results. The processing of your personal information by the Council for Geoscience will be done in accordance with the POPI Act 4 of 2013.

Applications submitted on CGS social media platforms will not be considered.

Closing Date: 28 November 2024

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