Job Description

Role impacts:

• Financial Reporting and Treasury
• Accounts Payable
• Financial Management
• Customer Satisfaction

Key relationships:

• Senior Management/Management/Country Managers
• Customers
• Shared Services team
• Operations
• Production
• Any other stakeholder as may be deemed important and relevant from time to time

Qualifications

• Grade 12

• Relevant higher education certificate

• MS office (word, excel, ect.)

Advantageous:

• National Diploma in Accounting/ HRD or Equivalent

Experience

• 2 years of demonstrated administration experience.

• 2 years working in a training environment xe2x80x93Would be a plus

• 2 year System Management

Advantageous:

• 1 year demonstrated experience in processing,

preferably AX

Duties

Invoicing:

• Responsible for invoicing BME clients as and when the surface training facility has been utilized.
• Prepares the invoicing process by entering the details of the order on GAD to enable head office to do the billing of the customer.
• required to perform the necessary filing of documents so that this data is stored in an organised manner.
• create order numbers.

Purchases:

• Responsible for performing the administration of all purchases made by the unit.
• Receives purchase requisition from the person who wants the product.
• Ensures that the po is duly authorised, material specifications are correct, cost codes are correct, and that the documentation is otherwise in order. In the event of

incorrect cost codes, will make the necessary correction.

• Required to source suitable suppliers to BME
• If purchase is made from a non-standard supplier, required to obtain 3 quotations and then choose the one which is most suitable for the company (taking into account

price, product quality and quality of service)

• Enter the order detail on GAD so that a purchase order can be generated for management approval.
• Telephonically and by fax, places order with supplier and assesses the delivery date.
• Ensures that the order is entered on to the data base and ensures that it is replicated on GAD
• Ensures that the po is tied up with the order batch (including the quote, printed order, delivery note, invoice, statement)
• Ensures that invoices are in order and correct, e.g., have BMExe2x80x99s vat number and correct address.
• Does the filing of the papers
• Upon delivery of the order, checks the delivery note and ensures items delivered are as ordered.
• Ensure that monthly accounts are attended to promptly and as little delay as possible.

Administration of overtime:

• On a monthly basis receives overtime clock cards/books from site personnel
• Responsible for processing overtime, get approval from manager/foreman.
• Required to capture data on spread sheets and send this through to head office for further processing.

Training Booking, Data Capturing and Administrating:

• Daily ensure any completed training is captured and entered into the training database / scanned to SharePoint
• Daily employee booking on CRS
• Daily updates of the training register and send to admin when training is conducted at site
• Daily updates of the site induction.
• Logging on of all personnel utilising the training centre computers with relevant username and password.
• Assisting with the training needs per employee per site for programme purposes.
• Should there be a requirement that training reports of the various employees are sent to the relevant site ops managers upon request by the same.

General administration and queries:

• Performs necessary filing of different documents so data is stored in an organised manner.
• Archiving of old documents
• Keeping files up to date and in a neat order.
• Acts as a line of communication between head office and site personnel.
• Responsible for performing problem solving duties when on site personnel have queries regarding salaries, overtime, loans, leave, training etc.
• Responsible for performing problem solving duties when customers have queries relating to invoicing of training.
• Ensuring office, lecture room, kitchen, recreational area and ablutions are maintained in a neat and clean condition. (Good housekeeping)

Secretarial duties:

• Required to perform general secretarial duties such as the answering of office phones/faxes.
• Responsible for performing reception duties by, for example, the appropriate and courteous reception of visitors and clients and, if deemed

necessary, providing refreshments

• Typing of letters and e-mails when required from senior personnel.
• Manage Cleaners

SHERQ

• Noticeboard updates
• SHERQ Stats
• ISOMETRIX
• SHERQ Files updated a.a.w.r

Job Competencies

• Business Acumen- Essential

• Conflict Management- Essential

• Customer Focus- Essential

• Functional Technical Skills- Mastery

• Innovation Management- Essential

• Integrity and Trust- Essential

Policy

We are committed to Employment Equity when recruiting internally and externally. It is company policy to promote from within wherever possible. Therefore, please be aware that internal candidates will be considered first before reviewing external applicants, provided that this supports achievement of our Employment Equity goals.

xc2xa9 Omnia Holdings Limited. All rights reserved.

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Omnia Holdings