Stores and Administration FAEL
Listing reference: atns_000409
Listing status: Under Review
Apply by: 5 February 2024
Position summary
Industry: Aviation & Aerospace
Job category: Others: Transport and Logistics
Location: East London
Contract: Permanent
EE position: Yes
Introduction
Applications are invited for the position of Stores and Administration (Peromnes Grade 10) based in East London. The successful applicant will be reporting to Supervisor: Technical Support (FAEL).
Job description
ATNS is seeking an incumbent to provide an administration function and perform stores duties for the Technical Support Department.
Major Activities
- Receive and correlate documents in order of priority
- Submit documents to MTS/STS for approval and action
- Maintain a filing system on all applicable Technical Support documentation
- Compose, type and distribute documentation
- Safeguarding the integrity and confidentiality of documentation
- Handling queries
- Arrange meeting with internal and external stake holders and customers
- Taking, typing and distributing of minutes (Technical, ATS/TS, OHAS, ACSA etc.)
- Forward documents and parcels internally and externally (post, fax, courier)
- Co-ordinate MTS/STS’s activities
- Delegation of Authority when MTS/STS is out of office
- Maintain Technical archives
- Perform reception duties
- Liaise with ACSA on issues such as invoices, permit issuing, boardroom booking etc
- Assist in ensuring compliance with Occupational Health and Safety Act and the ATNS OHAS plan.
- Assist with arranging permits for staff and visitors
- Attendance Registers (weekly and monthly checks and calculation for claims)
- Overtime claims
- Rosters
- Arrange transport, accommodation, S & T, etc. for Technical Staff.
- Monthly Private Vehicle Claims
- Personnel Re-imbursement Claims
- Ensure that all leave is captured by staff members
- Manage the receipt, inspection and validation of all incoming stores
- Manage the dispatch of unserviceable equipment
- Submit documents to STS/MTS for approval and action
- Inventory control of stores, using computer-based stores system. (MMS)
- Maintain correct quantities of stock.
- Undertake regular review of stock levels and provide reports.
- Manage disposal action of surplus stores and assets.
- Regular reporting to management on the efficient functioning of the store and supply arrangements.
- Manage receipt of unserviceable Speakeasy equipment.
- Deliver to workshop for repair and provide a replacement for unserviceable equipment.
- File copies of waybills, packing slips, transfers and other stores related documents as required
- Minute taking of Internal and External Meetings as requested
- Preparation and coordination of presentations as requested
- Liaise with members of senior management & executive team
- Monthly meetings with external clients to facilitate problem solving
- Host internal and external clients in a helpful, professional and friendly manner with proper consideration of their legitimate needs
- Great Plains – Finance – Maintenance Management System (MMS)
- Create Procurement requests
- Tender evaluation process
- Liaise with Supply Chain Management team
- Create Purchase Requisitions
- Forward signed Invoices and Statements to Creditors for payment
- Check all courier invoices and forward for payment
- Manage Petty Cash Float
- Monthly Re-imbursements and claims
- Assist with supplier valuation process
- Assist and submit annual Budget input (CAPEX,OPEX , Internal and External Training)
- Track and advice STS of variances in expenditure
- Prepare for Financial Year End
- Supplier contract Management liaising with Legal Department
- Facilitate Tender Briefing sessions
- Assist with capturing accurate description, specification and scope of work required
- Maintain Asset register ( Asset take-on , asset transfer submitted to Finance and all assets to be barcode)
- Continuous follow up on CIRs and regular updates of Corrective Action Plans
- Ensure compliance with ISO 9001:2015
- Maintain quality documents
- Assist Customer feedback surveys
- Assist staff in navigating the Quality System
- Facilitates QMS Refresher training
Minimum requirements
Minimum Qualifications
- Grade 12
- 3 Year Office Administration Diploma
- Code 8 Drivers License
Minimum Experience
- 3 Years Stores and Administration experience
