Administration Assistant – Total Energies

Logistics

South Africa

Job Description

The Logistics and Transport team is looking for an Administration Assistant for the Alrode Terminal to join their team.

In this role, you will be responsible for the following:   

• Controlling petty cash and ensuring that company policies and procedures are followed with regards to it.
• Manage bookings for the Alrode training and meeting room.
• Assist Terminal Supervisor with stock related issues, on a daily basis.
• Collate and submit overtime to head office on a monthly basis.
• Ensure sufficient stock of stationery is kept on hand.  Order when necessary.
• Ensure sufficient stock of Canteen supplies and office consumables.  Order when necessary.
• Create Purchase Requisitions for Goods and Services. 
• Ensure releasing of requisitions and request for conversion to Purchase order.
• Upon receipt / completion of Goods and Services, Goods Receipt on TL and submit original invoice for Payment.
• Check and sign for all deliveries made to reception, eg Sky net and stationery deliveries. Distribute mail and packages.
• Attend to POD requests received by the depot.
• Submit credit note / stock adjustment for incorrect processing by the Shift Supervisors.
• Ensure all open orders meet KPI requirements – Request deletion of all open orders older than 14 days.
• Type minutes of all meetings.
• Submit request to maintenance department to “goods receipt” all maintenance jobs completed.
• Scrutinize budgets on a daily / monthly basis.
• Control reception – ensure that all visitors have signed in and are announced by phone.
• All return trips to be checked and balanced to loaded volumes. 
• Submit batches of documents for scanning to Metro file.
• Export SSAM for balancing purposes with transporters.
• Assist with capturing as and when required.
• Perform any other duties as reasonably requested by Terminal Supervisor or Terminal Manager.
• Ensure all administrative functions are maintained within Company parameters and according to policies and procedures.
• Ordering and issuing of stationery and canteen items at minimal cost.
• Controlling the stationery register for controlled documents.
• Maintaining housekeeping standards by managing the office cleaning service.
• Ensuring that non-conformances resulting from Administrative Audits are actioned

HSEQ:

• Effectively manage and minimise the risk associated with depot operations by ensuring:
  • compliance with all HSE Policies, rules, guidelines and legal requirements within area of responsibility.
  • promotion of safe working environment and positively contributing to the company HSE KPI’s and risk reduction strategies.
  • HSE competency requirements are enforced within area of responsibility.
  • Daily update of the HSE stats at the entrance to the site.

Governance:

• Ensure effective risk management and internal control, including asset management, for area of responsibility

Context and environment

• Industry EDI system is not interfaced with TL. However, the system is used for order and movement recording.
• Assisting Depot Manager with administrative activities

Candidate profile

Required experience, qualifications, skills and attributes:

• Matric
• 0 – 3 years’ experience gained in a petrochemical, production, and warehousing or industrial environment.
• Excellent computer literacy and competency in using MS Office applications
• Good interpersonal and people skills.
• Strong administrative, organizational and coordination skills.
• Effective written and verbal communication skills

Offer ID : 63041BR

Metier :General S/T Responsibilities, Terminal Operations, Stock Management

Region, department, area : South Africa

Employment type : Regular position

Experience level required : Less than 3 years

Branch: Marketing & Services

About us / company profile

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.

TotalEnergies is an equal opportunity employer and all applicants that meet the specified criteria will receive consideration for employment without discriminating unfairly on any arbitrary ground, including but not limited to race, gender, sex, ethnic or social origin, colour, sexual orientation, age, disability, religious conscience belief, political opinion, culture, language, marital status, or family responsibility.