Job Description

Job Purpose

To capture data, update technical documentation, perform general office administration and provide administration and an overall admin support function to the Senior Manager as well as all the other employees in the Department. Ordering and replenishments of aircraft spares, tools and equipment's for Regional Line stations. Ensure Duty travel and service p service providers are paid

Principal Accountabilities

Perform various secretarial duties for the Manager and his team, provision and distribution of correspondence to relevant personnel.



Raise expense authorizations for regular services. (contracted MRO)



Compiling of department's time sheets and dispatching to HR including leave forms and sick notes, acting.



Compile and consolidate the station billing and expenses for finance



Raise and coordinate the completion of Admin 6.



Provide administrative support to Manager during Audits, budgeting period and other special projects.



Capture and compile AMOS Reports.



Control and monitor the department's training needs.



Prepare, coordinate and follow-up on duty travel.



Reception of visitors (internal and external) and provision of refreshments at own discretion or on request of the Manager.



Minutes of meetings and distribution thereof.



Order, control and collect stationary.



General Staff's administration functions



Co-ordinate medical examinations for the staff of the Department.



Compile, provide and distribution of all regulatory activities (OHS; SMS; QA etc)



Administrative functions for all staff permit.



Update of Quality Work Instructions Manual (QWIM) and attend to queries from staff where necessary.



AMOS ordering of spares for Regional Line Stations.



Update inventories register and Amos inventory.



Monitor and replenishment of Shelf lift Timex, US spares from Over boarder Line stations.



Tracking of shipment and updating of Amos.



Control availability and Serviceability of aircraft spares at Over boarder Line Stations.



Make travel arrangements for AOG's and 3RD Party work.



Ensure Billing of all Third-Party Travel related costs.



Assist staff with IT related queries



Handle customer / service providers queries relating to invoicing.



Negotiate compatible rates with hotels



Ordering and monitoring of staff's uniform and PPE.



Monitoring of station's Assets registers.



Arrange Collection / Pick-ups and shipping of Mail / Laptops / electronic for all line stations.



Overtime reports

Qualifications & Experience

4 years experience - Office Administration essential



Grade 12 equivalent



One year Administrative experience or a secretarial diploma or equivalent



PC Literate



Valid unendorsed drivers licence Code B

Knowledge and Skills

Basic financial skills - Intermediate



Good knowledge of AMOS - Advantageous



Good knowledge of SAAT policies and procedures - Advantageous



Comprehensive knowledge of MS Office package - Advanced



High level of communication (written and verbal) - Advanced



Be competent in MS Office package and internet usage - Advanced



Time management - Advanced



Good Knowledge of SAAT - Advantageous



Interpersonal skills - Advanced



Must have typing skills of 35 words per minute - Advanced



Good Telephone etiquette - Advanced



Good planning and organizing skills - Intermediate

Attributes

Maintain high level of confidentiality



Effective communication and negotiation skills



Analytical Thinking



Conceptual Thinking



Achievement Orientation



Initiative



Organisational Awareness



Impact and Influence



Teamwork and Cooperation



Customer Service Orientation



Integrity

Additional Information