Administrative Assistant

1. RESPONSIBILITIES

The Administrative Assistant is responsible for:

• Safely and responsibly performing all official travel using official vehicles.
• Ensuring the roadworthiness of vehicles through maintenance, servicing, cleanliness, and safety of the official vehicles.
• Taking account of all available information on road conditions, accessible routes, and  locations when transporting goods or passengers
• Running official and Skills Cluster errands
• Undertaking administrative tasks related to the role, including the documentation of motor vehicle related transportation, driving and fleet management related matters
• Assisting administrative staff with office furniture movements and upkeep of offices and storerooms.
• Assisting administrate staff with ensuring workshop material is always available for use.

2. TASKS

1. Driving

The Administrative Assistant

• Provides safe, punctual, flexible, and reliable passenger transportation in an official           vehicle for Skills Cluster´s staff, portfolio, official visitors, and guests
• Runs errands for the projects in the core area, e.g., sending letters/parcels, paying bills, and the    purchasing of small spend miscellaneous office supplies
• Supports with transporting goods according to a pre-specified schedule and request.
• Ensures trip-by-trip logbook recording in accordance with Policies and Regulations guidelines.
• Completes the vehicle logbooks accurately in accordance with Policies and Regulations and ensures monthly sign-off by the responsible project manager or delegated manager.

2. Service / Fleet Management

Administrative Assistant

• Assists in the efficient coordination of the use of the skills cluster vehicles, including the allocation of vehicles on request where appropriate
• Cleans the interior and exterior of the vehicle(s) regularly.
• Follows crisis related protocols in ensuring vehicle and passenger related safety
• and security (e.g., pandemic, natural disasters, conflicts/ unrest, etc.).
• Checks regularly oil, water, brakes and brake liquid, tyres/ pressure, battery levels and the entire vehicle, windows/windscreens, headlights, brakes, bodywork for dents etc.
• Responsible for the entire Skills Cluster´s vehicle documents and their good condition, keeping a vehicle log of mileage, passengers/goods transported, Policies and Regulations Complied, fuel, and recording  monthly maintenance.
• Calculates monthly petrol, oil, and lubricant consumption for the daily cash fund and for forwarding monthly vouchers to cost accounting where necessary.
• Reports need for service in coordination with the project administrator responsible for materials, goods, and equipment, and carries out minor repairs.
• Sources quotations in coordination with the project administrator responsible for materials, goods, and equipment, for parts maintenance or repairs as necessary.
• Immediately reports all involvement of the project vehicles in accidents, including minor accidents, damage, loss, or theft of vehicle fittings.
• Provides the necessary support for the vehicle insurance claims procedures.
• Ensures unrestricted availability of vehicles and reports immediately.
• Supports the process for vehicle registration on acquisition and deregistration before disposal for official use and staff.

3. Knowledge Management

Administrative Assistant

• Informs colleagues in the event of any changes in the South African driving      regulations.
• Assist new seconded colleagues with driving license-related and vehicle registration matters.
• Uses all available information (including current radio news on traffic conditions) to update daily knowledge of road conditions, current passable routes, and locations, and shares this information with skills cluster´s information channels.
• Leads the drafting of the relevant motor vehicle transportation, driving and fleet management SOPs, and ensure that the is proper booking system for use of project vehicles.

4. Other Duties / Additional Tasks

The Administrative Assistant

• Covers/Stands-in for the receptionist when needed and particularly when there is no travel or transportation requests pending.
• Assists other colleagues as needed in the procurement and logistics unit with   basic administrative tasks, particularly when there is no travel or transportation requests pending.
• Performs other duties and tasks at the request of management.

3. REQUIRED QUALIFICATIONS, COMPETENCIES AND EXPRERIENCES

Qualifications:

1. Completed Grade 12/ Senior Certificate NQF 4.
2. Holds a valid Code 10 driver’s license with a Professional Driving Permit (PDP).
3. Fluency in English

Professional Experience

• At least 3 years work experience as a Driver
• At least 3 years work experience of administrative tasks with references.
• No major accidents in the past 3 years (against evidence)
• Familiarity with Gauteng Province and national roads of South Africa.

Other Knowledge, Additional Competences

• Excellent defensive and responsible driving, as well as vehicle handling knowledge and skills.
• positive and excellent sense of customer service and approach, friendly
• and cooperative manner with all passengers.
• High sense of discipline, organization, perseverance, and punctuality.
• resilience under pressure, self-control, humility, and
• patience.
• Any knowledge of the German language is an added advantage.
• Map reading or GPS related capabilities,
• Appropriate appearance and attire.
• Team minded, willingness to upskill as required; - corresponding measures agreed with management.
• Basic computer literacy related to Ms Office suite including Outlook, Word, Excel, and Teams.

4. ADDITIONAL INFORMATION

• The position will be based at the GIZ Offices in Hatfield, Pretoria.
• At GIZ, you will be offered global network and an atmosphere that is characterised by diversity, respect, and genuine equal opportunities. Gender equality promotion is a matter of course for us.
• GIZ is a signatory of the Diversity Charter. Recognition, appreciation and inclusion of diversity in the company are important to us. All employees shall be valued - regardless of gender and gender identity, nationality, ethnic origin, religion or belief, disability, social background, age or sexual orientation.
• GIZ would like to increase the proportion of employees with disability. Applications from persons with disabilities are most welcome.
• GIZ is committed to be an equal opportunities employer, therefore, women and people with disabilities are strongly        encouraged to apply.
• The contract period for this position is until 31 May 2026 in line with the commissioning period of the Project/ Programme.

5. APPLICATION PROCESS

GIZ will only assess applications which meet the following criteria:

Suitable candidates should apply by submitting a

• Cover/Motivation Letter in PDF format (max. 1 page) clearly stating why they should be the preferred candidate, the value added they will bring to the project and their desired salary range.
• A detailed CV in PDF format.

The application should be submitted to: recruit-pretoria@giz.de, with the following email subject line “Application for Administrative Assistant” for the attention of Head of Human Resource.

The deadline for applications is 07th April 2025. Only shortlisted candidates who meet the above requirements will be considered.