Administrative Assistant III (P11) (Facilities Management: Logistics Department)
Position Summary
Introduction
The University of Johannesburg (UJ) is a vibrant and cosmopolitan university, anchored in Africa and driven by a powerful strategy focused on attaining global excellence and stature (GES). With an emphasis on independent thinking, sustainable development and strategic partnerships, UJ is an international university of choice. The University is guided by the Vice-Chancellor’s vision of “Positioning UJ in the Fourth Industrial Revolution (4IR) in the context of the changing social, political and economic fortunes of Africa”.
Job description
The Council of the University of Johannesburg has declared the University as a mandatory vaccination site as per the applicable policy ((https://www.uj.ac.za/covid-19/). All applications and offers of employment is dependent upon compliance with the said policy.
- Efficient, Effective and Successful administration of the Transport Office as one of the Sub-units of Logistics as its Central Transportation Services office on SWC, which consist of the following.
- Attend to client requests and bookings on time, via e-mail, phone calls and walk-ins.
- Ensure that all vehicles are in good operating order by performing regular inspection.
- Ensure that vehicles are correctly licenced, serviced, cleaned, and fuelled and ready for use.
- Ensure proper and accurate recordkeeping of all vehicle documentation and bookings received and completed.
- Regular updating of excel vehicle list, i.e., replaced, stolen, hi-jacked, written off due to accident.
- Submissions and due dates on: Overtime, data for monthly reports, annual reports, audit reports
- Maintain basic health, safety, and environmental measures in the workplace.
- Properly licenced and adherence to Policies and Road Traffic Act.
- Must have a driving licence with the required PDP that is always valid.
- Ensuring that Passport documents are valid and renewed in time.
- Ensuring that roadworthy certificates are renewed in time.
- Drive according to road traffic rules and laws
- Adhere to the UJ Transport Policy.
- Ensuring that Drivers and other staff take cognisance of the RTIA demerit system.
- Be considerate of the demerit point system, not allowed to get more than Six (6) demerit points per year
- To ensure routine maintenance checks are taking place accordingly and vehicles are roadworthy daily.
- Ensure that YOU and Drivers always conduct pre- and post-vehicle inspections according to procedures and Annexure C. Check fuel, oil, water, tyre pressure, brake fluid, lights, indicators, number plates and vehicle annual license disk and roadworthy disc on midi-buses are valid and displayed as per the Road Traffic Act. Inspections conducted as per K53.
- Ensure that all vehicles are serviced as per service intervals.
- Ensuring drivers keep vehicles cleaned before and after trips.
- Report any defects to direct line manager.
- Ensure all activities and services rendered are followed as per the prescribed quality standards and statutory requirements.
- Ensure Drivers Transport students and staff to various destinations on time and in accordance with the agreed upon and published schedule and timetables.
- Proper and accurate usage of the system.
- Ensure that all the bookings are accurately captured on a daily basis.
- Ensure that all the necessary forms and documents are uploaded on the system.
- Ensure that all bookings (out & in) for each request are done daily.
- Proper and accurate data, records and filing.
- Ensure that vehicle tracker units and fuel cards are always in working order and valid, by liaising with the supplier Tracker and ABSA.
- Regular updates on new or cancelled units. On excel vehicle list, i.e., replaced, stolen, hi-jacked, written off due to accident.
Minimum requirements
- National Senior Certificate (Grade 12)
- 3 Year Diploma in Transport or Logistics Management on NQF Level 6
- Three (3) years working experience in a Transport or Logistics Company / Environment.
- At least three (3) years working experience as Administrative Assistant in a higher education institution or Private sector related to a Vehicle Fleet / Transportation / Logistics environment.
- A valid driver’s license
- Excellent written, verbal, listening and interpersonal communication skills.
- Knowledge of good customer service.
- Knowledge of road safety and road traffic Act.
- Knowledge of various vehicle types, sizes, and handling.
- Knowledge of quality inspections on vehicle
- Knowledge of cross-border processes, rules, and regulations.
- Knowledge of Transport and Logistics Environment Administration
- Knowledge in Archibus or other Fleet Management System.
- Knowledge of data recording and analysis reporting
- Computer skills with Outlook, MS Word, and Excel.
- Ability to work under pressure towards a deadline.
- Working with initiative and creativity.
- Working cooperatively in a teamwork environment.
- Being reliable, responsible, and punctual.
- Fluency in English (written and spoken)
- Ability to priorities workload and to work under pressure without supervision
- Must be willing to work after hours and weekends.
- When required, it will be expected to assist with driving clients around after hours and over weekends and UJ or Public Holidays
- Working experience in administering and overseeing of Transport or Logistics Fleet.
- Working experience in Transport and Logistics Environment Administration
- Working experience in data recording and analysis reporting
- Working experience in a Vehicle Fleet environment.
- It is an advantage to have knowledge and experience in Transport and Vehicle Fleet operations, the required administration with the other tasked listed in a similar Higher Education environment or in the Private sector Transport Fleet environment.
Your application, comprising of a detailed Curriculum Vitae as well as the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees must be uploaded before or on the closing date of the advertised post. Please also attach the following: a copy of your highest academic qualification, proof of registration with professional bodies you might belong to and if applying for an academic position, a list of accredited research output and/ or a portfolio of your creative output.
If you require technical support / assistance on the UJ e-recruitment website, please contact our service provider PNET on the following contact details: 0861 227337/010 140 3099 or email ujsupport@pnet.co.za.
Candidates may be subjected to appropriate psychometric testing and other selection instruments.
In conjunction to merit on the basis of qualifications, experience and proven achievements the University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and those individuals from the historically disadvantaged groups. As necessitated by operational requirements the University reserves the right not to make an appointment to positions advertised. If you have not received a response from the University within 8 weeks of the closing date, you should assume that your application has been unsuccessful.
Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.
