Administration Assistant (Facility management assistant) (SCOPE)

Job Description

JOB PURPOSETo support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.?KEY ACCOUNTABILITIES (not all-inclusive) - Part 1

1. Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
2. Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
3. Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
4. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
5. Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
6. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.

KEY ACCOUNTABILITIES (not all-inclusive) - Part 2

1. Promptly update the corporate Asset Management Database (GEMS).
2. Distribute IT assets based on approved equipment request form.
3. Conduct regular inventory to track all issued and stored IT assets based on Asset management SOP.
4. Ensure all assets stored in IT storeroom are well tagged, stored with updated stock cards and under the right temperature.
5. Provide all assets management reports as specified on asset management SOP.
6. Promptly recommend replenishment of IT stock using the minimum stock level indicator.
7. Recommend disposal of assets based on assets exceeding usefulness, faults that cannot be repaired and non-usage of assets for considerable length of time.
8. Assist with annual procurement plan and ensure the plan has required funding approval.
9. Contribution to procurement process to ensure long lead time problems are addressed.
10. Maintain IT Purchase Requisitions (PRs), GRN/SES.
11. Track all IT contracts and ensure the database for contacts are updated regularly.
12. Perform other related duties as assigned.

JOB PURPOSETo support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.?KEY ACCOUNTABILITIES (not all-inclusive) - Part 1

1. Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
2. Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
3. Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
4. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
5. Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
6. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.

KEY ACCOUNTABILITIES (not all-inclusive) - Part 2

1. Promptly update the corporate Asset Management Database (GEMS).
2. Distribute IT assets based on approved equipment request form.
3. Conduct regular inventory to track all issued and stored IT assets based on Asset management SOP.
4. Ensure all assets stored in IT storeroom are well tagged, stored with updated stock cards and under the right temperature.
5. Provide all assets management reports as specified on asset management SOP.
6. Promptly recommend replenishment of IT stock using the minimum stock level indicator.
7. Recommend disposal of assets based on assets exceeding usefulness, faults that cannot be repaired and non-usage of assets for considerable length of time.
8. Assist with annual procurement plan and ensure the plan has required funding approval.
9. Contribution to procurement process to ensure long lead time problems are addressed.
10. Maintain IT Purchase Requisitions (PRs), GRN/SES.
11. Track all IT contracts and ensure the database for contacts are updated regularly.
12. Perform other related duties as assigned.

Keyskills :