Overview
Administration Supervisor (Windhoek Hub) Jobs in Bellville at Pepkor Logistics
JOB PURPOSE:
Management of the Administration team and their outputs, covering all administrative and financial activities within the Hub & Region
QUALIFICATION/EXPERIENCE:
● Matric
● Certificate in Business Administration advantageous
● Min 3 years experience in similar role
● Attention to detail, accurate with good numeric skills.
● Must be able to prioritise and have organisational skills
● Must have a sense of internal control / audit practices and have the ability to
maintain appropriate systems
● Must have the ability to work with tight deadlines.
● PC literacy – SAP, Excel advanced skills
RESPONSIBILITIES:
People Management / Human Resources Admin
● Leading, managing and developing administrative staff to ensure smooth business
operations and the provision of accurate and timely information
● Oversee/ manage all admin functions inclusive but not limited to the POD process,
IBT Process, Transport admin, Helpdesk Process, etc
● Complete and submit personnel’s overtime and leave to HO for the region
● HR Administration of timesheets, leave forms and overtime for region PKL staff
and SP staff (where required)
Supplier and Client Administration
● Audit timesheets of general workers, scanners and vehicle crew
● Compile daily, weekly and monthly helpdesk reports , where applicable
● Hub Month End Reports for Cross Doc
● Placing of orders with suppliers and follow up outstanding orders
● Respond to all special requests/stock takes for Clients
● Sad faces management: follow up with stores
● Special request from customers allocated and actioned
Risk Administration
● Arrange all SHE training for region and update training matrix
Claims Administration
● Check, updating of possible claims register and giving this
info through to RM
● Maintain the claims control sheet to check claims against dashboard for accuracy of
claims data when reporting to clients
● Complete and submit claims-dashboard to Hub Manager
Finance Administration
● Administer the Budgets / Control Sheets / Ordering of Stationery / Telephone
account split
● Issue of order no’s to service providers
● Allocate and record regional invoices and liaise with suppliers/hubs in region for
● outstanding invoices and follow up in terms of Creditors process to enable
reconciliation of accounts
● Manage all hub’s and regions petty cash and make sure slips/invoices are signed off
by RM and submit to HO for reimbursement
● Complete Petty cash Claims reconciliation for RM
● Handling of conveyor system invoices (all hubs except CTH) and make sure that
invoices are signed off by ROM and submit on SAP
● Monitor weekly labour budget vs. actuals
● Order, control and manage staff welfare items (refreshments), cleaning materials
and stationery for hub
● Controlling of expenses and make sure that invoices are signed off by RM and
submit to HO for payment
● Prepare for regional sites finance control sheet / accruals and reconcile G&L against
Forecast
● Reconcile all hubs (region) control sheets; GL analysis and reasons for overspend
(all hubs in region)
● Submit monthly Budgets/Control Sheets/Accruals/Forecasts and exception reports
for regions to Head Office monthly
● Assist with Preparation of yearly budget for Hub and Region
● Capture new local transport finance sheet and prepare reports
● Hub Month End Reports for regions (National)
Transport Administration
● Administer adhoc transport requests, and prepare documentation required, when
necessary
● Assist in handling difficult customers regarding delivery problems
● Assist in the completion and checking of the daily log
● Assist with stores on hold, new store arrangements and compliance issues, when
necessary
● Assist with transport provider capturing of daily log when necessary
● Audit and complete transport log sheet and submit to HO
● Audit driver and crew hours with SP with regards to delays
● Audit POD’s for delivery schedule, late deliveries, discrepancies and delays
● Complete and submit local delivery transport summary to HO
● Reconcile Service Provider data
● Check clock cards/ timesheets and reconcile timesheets for different service
Providers
● Capture problems with en route deliveries, liaise with store to get resolved and
● then provide feedback to transport provider
● Act as interface between the Hub and Local Transport Provider on day -to day
Issues.
● Hub Month End Reports, etc Diesel consumption
● Manage in handling difficult customers regarding delivery problems
● Reconcile electronic delivery matrix to manual daily information (Reconcile new
local module schedules)
● Reconcile matrix monthly, obtain sign off on figures and submit to Head Office
General Administration
● Co-ordinate CSI project and do arrangements for functions
● Participate in Invocoms meetings and monthly meeting with SPs
● Competencies required: Team player; Communication skills; Able to maintain
confidentiality; Stress Tolerance; Planning, Organising and Control; Detail
Orientation; Problem Assessment and Service Orientation
● The position requires a highly disciplined self- starter that can work
independently and within a team, under pressure and meet deadlines
Pepkor Logistics strives for equal opportunity in terms of its employment equity guidelines, candidates with disability are encouraged to apply and an indication in this regard will be appreciated.
If you do not hear from us within 4 weeks of the closing date of this position, please regard your application as being unsuccessful.
Job Types: Full-time, Permanent
Application Question(s):
- Do you have a minimum of 3 years of experience in an administrative leadership role involving people management?
- Are you proficient in using SAP and Advanced Excel for financial reconciliations and budget monitoring?
- Have you previously managed complex logistical administrative processes such as POD, IBT, and transport administration?
Education:
- Certificate (Required)
Work Location: In person
Title: Administration Supervisor (Windhoek Hub)
Company: Pepkor Logistics
Location: Bellville
