Candidate Profile

• Office Administration Qualification or similar
• Excellent Knowledge of SAP
• A minimum of 3 years working experiencing in administration field/Office Administration Intermediate to advanced level micro-soft office proficiency
• Experience in the Operational field (advantage)

Other:

• Experience in producing and submitting quality reports as required.
• Strong verbal and non-verbal communication skills
• Strong problem solving, planning, organising and decision-making skills.
• Eye for detail
• Good telephone manner
• High personal INTEGRITY and trustworthiness and reliability

Activities

Health,Safety, environment and quality :

• Be part of the daily, weekly and monthly Safety meetings.
• Report near misses.
• Manage systems/procedures, incidents reporting to company policies and relevant regulations.
• Adhere to all health and safety regulations.
• Assist with upholding the ONE Maestro Integrated system with the Depot Operations Manager

Administration:

Daily :

• Process E-Proc Orders & Receipts
• Communications channel to all depots and consolidated information
• Filing of relevant documentation
• Consolidate Operations information and distribute as required.
• Assist with Travel bookings if required.
• Uphold Overtime spreadsheet with contractor invoices (Actual payment to staff vs payment to service provider)
• Draw daily bank statements for Finance.
• Draw bank statements for depots, verify and process petty cash claims

Weekly:

• Uphold production reports for depots and submit to management weekly and monthly.
• Verify and submit contract workers timesheets.
• Verify timesheets before processing invoices.
• Confirm Biometric time on system.

Monthly:

• Verify and submit depot staff monthly expense claims.
• Verify and submit monthly overtime.
• Verify leave applications with human resources.
• Liaise with depots re excessive leave days.
• Uphold depot staff list.
• Verify depot Petty cash for month end.
• Conduct monthly ECO time audits and verify clock ins.
• Systematically save all records/reports as required under the correct folders on the H:drive - follow up on records/reports still outstanding

Annual:

• Uphold spreadsheet with Flammable liquid licences for all depots (reminders and copies on file)
• Create and consolidate annual leave plan for all depots.
• Ensure all open orders are closed before year end.

Reporting:

• Compile order vs deliveries KPI (monthly)
• Compile Monthly Depot Sales KPI report.

Other:

• Attend on - going training and develop relevant knowledge and personal skills as provided by the company.
• Taking minutes during meetings as per request

• Assist, Process and book travel request for Operations and HSEQ staff
• Assist with Gap Analysis of Procedures and Procedure review.
• Process Deficits in the absence of the Head Office Stock controller
• Any other activity instructed to perform.

Context & Environment

INTERNAL

National Operations Manager - Reporting

Depot Operations Manager - Reporting

Based at Head Office - Adhere to functions and activities

Additional Information

The incumbent reports to the Depot Operations Manager and is responsible for coordinating and managing all administrative and secretarial duties for the department- ensure overall satisfaction at all times.

Apply

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Give your best to better energy and make the commitment with Total. With over 500-plus professions in 130 countries, we offer high safety and environmental standards, strong ethical values, an innovation culture and wide-ranging career development.

Be part of the global team whose mission is already shared by 100,000 employees: to make energy better each and every day.