Administration Clerk: Fleet Management

Requirements

A qualification at NQF level 04 as recognized by SAQA. Valid driver’s license, with the exception of applicants with disabilities. Knowledge And Skills: Basic knowledge of relevant Public Service. Subsidized Vehicle Motor Transport Handbook version 1 of 2017. Government Motor Transport Handbook version 1 of 2019. Public Finance Management Act, Act No. 1 of 1999 as amended. Communication skills (verbal and written). Planning and organising. Data capturing. Collecting statistics. Presentation skills. Functional computer literacy (MS word, PowerPoint, Excel and Outlook).

Key Responsibilities

Render administration clerical support on government-owned vehicles: Allocate and issue government vehicles to the users. Receive and verify log sheets & trip Authorization forms upon vehicle return. Record, organise, store, capture and retrieve correspondence and data in relation to fleet management. Capture and update fleet management registers and statistics. Handle routine enquiries. Maintain accurate fleet records (Approved Trip Authorization forms, Exemptions, Log sheets etc). Conduct pre and post vehicle inspections. Reconcile log sheets, fuel receipts, Trip Authorization forms and transaction reports from the suppliers. Book vehicles for maintenance and repairs. Capture & Issue traffic fines to the responsible driver. Ensure that vehicles licence are renewed on time. Safeguard fleet management assets, including fuel cards, vehicle keys, licenses, and fleet-related equipment. Render administration clerical support on Subsidised Vehicle Motor Scheme A & B. Verify the accuracy of Scheme A, B fuel claims in line with the policy. Submit accurate fuel claims for payment. Capture and update fuel claims on systems. Attend to queries related to fuel claims. Keep accurate records of fuel claims processed each month. Conduct monthly vehicle inspection on Scheme A vehicles. Capture and update fleet management registers and statistics. Liaise with the service providers on matters related to fleet. Render administration clerical support on MMS/SMS running allowances. Verify the accuracy of MMS/SMS fuel claims in line with the policy. Submit accurate fuel claims for payment. Capture and update fuel claims on systems. Attend to queries related to MMS/SMS fuel claims. Keep accurate records of fuel claims processed each month. Capture and update fleet management registers and statistics. Render administration support services on financial and physical resources in accordance with the relevant policies and legislative frameworks: Capture and update fleet expenditure for G-Cars, Subsidised vehicle Scheme A & B, and MMS/SMS running allowances. Verify supporting documents for payments and ensure compliance with financial prescripts and departmental policies. Assist with the preparation of audit files and provide supporting documentation during internal and external audits. Identify and report discrepancies, irregularities, or potential risks relating to fleet expenditure and resource management. Ensure compliance with the Public Finance Management Act (PFMA), Treasury Regulations, departmental policies, and other relevant legislative frameworks. Compile monthly, quarterly and annual expenditure reports for management.

How to Apply

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