Administration Officer - Sappi

Sappi Research, Planning & Nurseries require an Administration Officer to provide administrative support for the management of the Sappi Nursery to ensure nursery objectives are met  

This role reports in to the Regional Nurseries Manager

The main responsibilities of this job are:

• Capture data manually for transport schedules, contractor log sheets, production records, stock records, despatches / sales records, fuel log sheets and e-leave to maintain accurate records
• Generate SAP requisitions and ensure that purchase requisitions, order numbers and tax invoices are processed using SAP to ensure that Vendors’ are paid in line with company policy and internal procedures

• Establish and maintain an effective procurement system with associated tracking of delivery and processing of related documents to ensure compliance with current finance records
• Compile monthly report on safety, diesel issues, time attendance, nursery sales records and procurement for management information
• Ensure that petty cash and general income are administered and controlled in line with company policy
• Receive plant requests from internal and external customers and align requests to orders and plant stocks to ensure efficient supply of plants
• Schedule delivery of plants according to request from supplier nurseries by arranging logistics or delivery schedule to ensure customer requirements are met
• Reconcile job instructions to nursery despatches to ensure accurate nursery records
• Manage safety systems for the region using Isometrix, Behaviour Based Safety (BBS) and NOSA systems to ensure Sappi safety audit requirements are met
• Attend monthly SHEQ meetings to provide information on safety, minute take and distribute minutes
• Compile written safe work procedures (WSWP), Planned Job Observations (PJO) and prework assessment to issue to safety committee for implementation and completion
• Ensure up to date training and licenses for legal compliance
• Administer issuing of safety work permits according to safety requirements
• Complete Rand Mutual Assurance (RMA) insurance claim forms after injuries in relevant province
• Document and ensure investigations are completed for all incidents reported to ensure compliance with safety standards
• Order and issue PPE to employees for personal safety 
• Maintain salary & wage staff attendance and over time registers and ensure that timesheets are forwarded to payroll timeously
• Maintain and update personnel files and address staff queries
• Liaise and co-ordinate training with HR training department and external service providers 
  Tend to front office duties to enhance Sappi’s image including general office cleanliness and appearance.
• Keep control over office expenditure and stocks.
• Ensure that catering requirements for meetings and staff functions are effectively handled.
• Distribute internal and external courier packages/ postage and ensure that adequate record is maintained to track mail.

The ideal candidate should have

• Grade 12 or equivalent NQF level certificate
• An Administrative qualification will be preferable
• 3 years minimum relevant experience
• Strong computer literacy with SAP preferable
• Driver’s license will be advantageous