Administrative Specialist

Administrative Specialist

Administrative Specialist

Administration

DSV – Global transport and logistics
In 1976, ten independent hauliers joined forces and founded DSV in Denmark. Since then, DSV has evolved to become the world’s 5th largest supplier of global solutions within transport and logistics. Today, we add value to our customers’ entire supply chain by transporting, storing, packaging, re-packaging, processing and clearing all types of goods. We work every day from our many offices in more than 80 countries to ensure a steady supply of goods to production lines, outlets, stores and consumers all over the world. Our reach is global yet our presence is local and close to our customers.  Read more at www.dsv.com 

Location: ZAF – Centurion, Slate Rd (Iveco, Solutions)
Job Posting Title: Administrative Specialist, Operations, Solutions – 36501 
Time Type: Full Time

LOCATION : Centurion

BASIC MINIMUM REQUIREMENT : Matric or equivalent

ABET : Essential – Min of ABET Level 4 Literacy and Numeracy or equivalent test

TERTIARY QUALIFICATION : Advantage – Finance/ Accounting / Administration Certificate

COMPUTER LITERACY LEVEL : MS Suite – Intermediate

ADDITIONAL COMPUTER SKILLS : 

  • SAP ERP / Webcost / ICS or similar systems
  • DSV WMS (advantage)
  • DSV Recap System (advantage)

JOB-RELATED REQUIREMENTS ;

Commercial & financial: Sound general financial acumen and experience in adherence to budget and service level agreements (min 1 year/s);

People skills including interaction with various departments and levels in business and exposure to mandatory labour regulations (min 1-year experience);

Communication, diversity & stress management skills to successfully work with all levels, age groups and cultures of people – both internal and external (min 1 years);

Supporting and Co-operatingincluding working well with people and adhering to ethics, principles and values;

Organising and Executing which includes planning, organising, delivering results & adhering to processes & procedures within defined job description;

Operational Min 1 year/s experience assisting with Ops Admin, including query management, client liaison, general reports including KPI’s, daily stats, document control in a logistivs environment;
Min 3 years’ experience in warehouse operations and/or related finance support

Reliable transportation to work

English Communication – clear and professional use of the English language in written and verbal mediums;

High quality of work – accurate, complete and thorough content in neat and easy to understand format.

ADDED ADVANTAGES :

  • Ability to liaise directly with internal and external client clearly and professionally
  • Ability to work in a team and be a good team player
  • Able to work with minimum supervision
  • Effective communication skills
  • Experience in warehousing environments
  • Must be able to meet all deadlines.
  • Team Player
  • Organized
  • Deadline Driven
  • Reliable
  • Attention to detail & accuracy essential
  • Neat work results
  • Analytical and problem-solving skills
  • Understanding of warehousing & production environment
  • Knowledge of QMS (Quality Management System) & SHEQ (Heath, Safety, Environment & Quality)
  • WMS, ERP and financial systems experience

MAIN PURPOSE OF THE ROLE :

This role is to effectively support site operations with regards to purchasing of general warehouse consumables and managing supplier invoices to ensure payments are adequately made, raising billing to client, collating staff timesheets, keeping an updated records of assets, controlling the debtors book, supporting quality management with quality representative, recording of operational key statistics (orderliness, staff, space, overtime etc) and financial reporting to branch manager.  As well as:

  • Financial reporting
  • KPI & SLA reporting

DUTIES & RESPONSIBILITIES :

Purchasing compliance     

  • Ordering management including ensuring packing lists are completed accurately, invoices print on time and match confirmed packing lists;
  • Distributions of stationary/ hardware/ packaging materials, etc., to Ops
  • Control & distribution of PPE


Timesheet/ Labour Invoices

  • Capture relevant DSV staff timesheets, overtime, leave forms & claims
  • Timeous submission of timesheets to Labour Broker / Payroll
  • Ensure weekly invoices are received from Labour Broker on time and verify cost against approved timesheets.    
  • Raise all anomalies raised by administrator with Branch Manager / Labour Broker/ HR

Asset Procurement            

  • Monthly review of asset register. Verify/sign off on all new assets loaded monthly
  • Conduct quarterly audits           
  • Report back to Admin Manager and Branch Manager on asset audit findings and status

Invoicing

  • Raise weekly/monthly invoices to client timeously
  • Update the monthly invoicing schedule, invoicing template and debtors report accordingly  
  • Ensure all supporting documentation uploaded on Debtors Invoicing System
  • Ensure all invoices submitted on Debtors Invoicing System (as per schedule)
  • Update Invoicing system with SAP invoice numbers

Webcost

  • Review all coding and ensure first time right
  • Adhere to webcost timelines
  • Review Webquery report weekly and action queries
  • Raise Webqueries timeously where necessary
  • Follow up on credit notes / invoices etc from suppliers
  • Escalate any supplier concerns to Admin manager

DSO Management         

  • Review DSO Report and follow up on outstanding balances
  • Maintain a healthy relationship with the customer
  • Give feedback to Admin Manager on progress

Financial Reporting/Analysis            

  • Ensure all financial reports are reviewed, investigated and signed off by the branch manager
  • Report all anomalies to Admin Manager
  • Respond to P&L queries timeously and investigate where necessary
  • Review P&Ls and submit journals to Shared Services
  • Review P&L’s with branch manager monthly on workday 5
  • Prepare SKF reporting and ensure sign off is done by branch manager monthly (order-lines, space used versus available etc)
  • Collate & present monthly financial performance report on operations
  • Liaise with Branch Manager on Manning, Equipment & other high costs monthly
  • Prepare Equipment Schedule Report

KPI Reporting

  • Tabling actual KPI data from business in agreed format
  • Alerting operational management & admin supervisor to major variances to SLA KPI’s
  • Table reasoning for any major variances in KPI’s and providing that to Admin and Branch Manager
  • General reports including KPI’s, daily stats, order fulfilment, stock investigations, document control in a warehouse environment;
  • Support for ISO Quality Management processes

Distribution Reporting

  • Submit distributions claims on behalf of the client to ensure timelines are adhered to as per the process.
  • Analyze and submit the Shipment Analysis report to the client as per monthly requirement and billing purposes.
  •  Analyze and submit the transit analysis report for KPi and SLA reporting to the client and management monthly.

 Branch Support

  • Support for ISO Quality Management processes
  • Support Branch Managers with all finance and administrative requirements
  • Prove to have assisted the branch managers in improving administration within 6 months

Disclaimer: Due to the high volume of applications received, only shortlisted candidates will be contacted. Should an external candidate not hear from us within four (4) weeks following their application, they should consider their application unsuccessful. Strictly fair and non-discriminatory selection procedures will be followed. We use Affirmative Action (AA) measures in an endeavor to redress the disadvantages in employment experienced by designated groups. Where possible, preference will be given to candidates from the designated groups as defined in the Employment Equity Act and in line with DSV’s Employment Equity plans. DSV reserves the right to defer or close a vacancy at any time. 

DSV – Global transport and logistics

DSV is one of the very best performing companies in the transport and logistics industry. 56,000 employees in more than 80 countries work passionately to deliver great customer experiences and high-quality services – as part of the operation or in a variety of supporting roles. If you have drive and talent and enjoy responsibility, we’ll give you the support you need to explore your potential and forward your career.

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