Administrative Assistant (FTE) – Head Office, Bridgetown – CapeNature

Introduction

CapeNature, a prominent environmental service organization in South Africa, is currently seeking a dedicated Administrative Assistant for the Asset & Fleet Team within its Finance Directorate. This full-time (FTE) administrative position is based at the Head Office in Bridgetown, Western Cape, and offers a daily rate of R400. The role is vital in supporting the organization’s commitment to preserving and managing natural resources across the region. The position is contract-based and runs until 31 March 2025, with the application deadline being 08 October 2024. The role demands a proactive, detail-oriented individual who can provide essential administrative support and contribute effectively to the team’s success.

Company Overview

CapeNature is a government entity responsible for the conservation and management of biodiversity in the Western Cape. The organization is tasked with maintaining sustainable environmental practices, managing protected areas, conserving species, and promoting environmental education. The Finance, ICT, and Shared Services business unit plays a crucial role in ensuring the smooth operation of CapeNature’s resources, with the administrative team in the Asset & Fleet component directly supporting the organization’s operational and logistical needs.

Job Description

The Administrative Assistant position is part of the EPWP (Expanded Public Works Programme) Finance – Asset & Fleet Team. The primary purpose of the role is to assist the Transport Officer with various administrative duties related to vehicle management and fleet operations. These responsibilities will encompass the upkeep of records, tracking vehicle condition, managing allocations, supporting reconciliation tasks, and ensuring that all documentation is properly handled.

Key Responsibilities

The successful candidate will undertake a broad range of tasks, supporting the Transport Officer in ensuring the fleet’s optimal functioning. These tasks include, but are not limited to:

1. Updating and Consolidating Vehicle Information

• Regular Condition Assessments: The assistant will assist in maintaining up-to-date records of the vehicles, ensuring that condition assessments are conducted regularly. This includes working with the Transport Officer to evaluate the state of the fleet, identifying any necessary repairs or replacements.
• Vehicle Allocations: The assistant will be responsible for facilitating vehicle allocations for the Head Office and ensuring that the Landscape list (a record of vehicles) is updated as new allocations are made. This ensures smooth management of fleet resources across the organization.

2. Odometer Readings and Invoice Reconciliation

• Odometer Readings: One of the essential duties will be to assist in the consolidation and capturing of odometer readings. This task is crucial for monitoring vehicle usage and ensuring that fuel and maintenance costs are accurately tracked.
• Invoice Reconciliation: The assistant will also assist in reconciling invoices for payment, ensuring that the vehicle usage and related services are accurately billed and paid on time. This requires strong attention to detail and the ability to manage financial records effectively.

3. Asset Verification and Documentation

• Asset Verification: On request, the assistant will support the verification of assets, ensuring that records match the physical assets within the fleet. This could involve checking vehicle conditions, confirming ownership details, or preparing asset inventories for audits or reporting.
• Loss Reporting and Document Management: If any losses occur, the assistant will be responsible for capturing and reporting these incidents. This involves following up on outstanding documents or requests related to the losses, ensuring that the necessary corrective actions are taken.

4. General Administrative Support

• Other Administrative Tasks: The assistant will perform various other duties as required by the Transport Officer. This could include general office tasks, filing, managing communications, or assisting with special projects.
• Reporting and Information Submission: Another key responsibility will be assisting with monitoring and submitting necessary information related to vehicle management, including tracking repairs, maintenance schedules, or performance assessments.

Skills and Qualifications

1. Educational Requirements

• At least a Grade 12 (Matric) certificate is required. A higher qualification in business administration, logistics, or a related field would be beneficial but is not mandatory for this role.

2. Technical Skills

• Microsoft Office Proficiency: The candidate must have a high level of proficiency in MS Office, particularly with Excel, Word, PowerPoint, and E-mail. Excel is particularly important for tasks related to data tracking, invoice reconciliation, and financial reporting.
• Financial Literacy: Basic knowledge of financial principles, including invoice reconciliation and budgeting, will be advantageous in performing some of the administrative duties required by the position.

3. Communication Skills

• The assistant must possess strong communication skills, both verbal and written. Clear communication is essential in conveying vehicle status updates, handling documentation, and liaising with various internal teams.
• The ability to speak two of the Western Cape official languages will be an advantage, as CapeNature serves a diverse range of communities, and language skills can enhance communication with local stakeholders and team members.

4. Interpersonal Skills

• Teamwork and Independence: The assistant must be comfortable working both independently and as part of a team. The ability to collaborate effectively with others, especially in a support role, is crucial for the success of the team.
• Attention to Detail: Precision and attention to detail are critical when managing vehicle records, verifying assets, and reconciling financial documents.

5. Additional Requirements

• Valid Driver’s License: A Code 8 driver’s license is essential for the role. While driving may not be a primary responsibility, having a valid license is necessary for potential travel or any fleet-related tasks requiring personal mobility.

6. Willingness to Learn

• The assistant must demonstrate a willingness to learn and adapt. As this position is part of a dynamic environment, staying updated with administrative processes, vehicle management systems, and organizational policies is essential for success.

Recommendations

In addition to the essential skills and qualifications outlined above, candidates who have prior experience in office administration or fleet management will have an added advantage. The position offers opportunities for individuals who are eager to develop their administrative and logistical expertise while contributing to the important environmental goals of CapeNature.

Having experience with computer literacy beyond just MS Office, such as in data entry systems or inventory management software, would also be beneficial. Familiarity with environmental management practices or conservation-related industries, though not mandatory, could further enhance the candidate’s fit for this position.

Working Environment and Conditions

The Administrative Assistant will be stationed at the Head Office in Bridgetown, a key location within CapeNature’s operations. The working environment is supportive and collaborative, with a focus on ensuring that staff have the necessary resources and guidance to succeed in their roles. The role offers a contract-based engagement until 31 March 2025, providing the successful candidate with valuable experience in both

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