Administration Clerk

Duties And Responsibilities

1. Stationery and consumables procurement and administration
2. Conducts monthly stock taking for stationary and office supplies, ensuring acceptable stock levels to support operations
3. Administration of asset register in compliance with MIBCO policies and procedures
4. Maintain a comprehensive and updated filing system for all Council tools of trade [vehicles, phones, laptops, 3G/4Gs]
5. Obtains quotes for stationery, consumables, services and repairs in line with the MIBCO Procurement Policy and the Delegation of Authority Framework within the approved Regional Budget
6. Raises purchase orders on the MIBCO Sage X3 system for approval by the Regional Secretary in line with the MIBCO Procurement Policy and the Delegation of Authority Framework
7. Prepares and administers Accounts payments- delivery notes, purchase orders, submission of invoices to SSC Finance for payment in line with the Procurement policy.
8. Requests proofs of payment from SSC Finance as and when needed, and sends same to service providers as well as keep copy on file
9. Administers service level agreements in compliance with Procurement policy
10. Responsible for arranging building maintenance and repairs as and when required for all MIBCO KZN offices
11. Verification of vehicle log sheets, tracking trip reports and escalating to Regional Secretary
12. Reports IT and Mibco telephone system faults to BI and monitor progress and provide feedback regularly
13. Maintains the regional supplier database
14. Prepare vehicle licence forms
15. Welcome and assist visitors
16. Liaising with outstations
17. Assist with arranging catering for staff functions and other meetings
18. General adhoc administrative duties

Knowledge/Experience/Skills/Requirements

1. Above average verbal and written communication and listening skills
2. Ability to build strong effective relationships
3. Must have good analytical skills with attention to detail
4. Must have good conflict handling skills
5. Strong persuasion skills
6. Report writing skills
7. Above average administration skills
8. Strong organizational and planning skill