About the Role
The Department of Cultural Affairs and Sport is seeking a dedicated individual for the position of Admin Clerk based at the Bayworld Museum in Gqeberha. This role plays a crucial part in ensuring the smooth operation of museum functions, directly contributing to the preservation and promotion of cultural heritage in the community. By facilitating the receipt and distribution of goods and managing inventory, the Admin Clerk helps maintain the museum’s daily activities, which ultimately enriches the public’s understanding and appreciation of our shared history.
Working at Bayworld Museum not only provides an opportunity to engage with a vibrant community but also allows you to be part of a team that values cultural diversity and education. Your efforts will help ensure that visitors have access to the resources they need, supporting a deeper connection to the heritage and stories that the museum represents.
About the Department
The Department of Cultural Affairs and Sport is committed to promoting the cultural and artistic life of South Africa. It aims to create an environment where diverse cultural expressions can thrive, and where all South Africans can participate in cultural activities. The department works to ensure that the arts, culture, and sports are accessible to everyone, fostering social cohesion and community development. Being part of this department means contributing to meaningful initiatives that enhance the quality of life for all citizens.
What You’ll Do
- Facilitate the receipt of goods and services for the museum.
- Receive, check, and record goods and invoices from suppliers.
- Compare received goods with requisition forms to ensure accuracy.
- Endorse signatures on receipts and maintain records of goods received.
- Ensure proper storage and distribution of inventory items.
- Maintain an accurate asset register for the museum.
- Assist in the administration of the museum’s fleet.
- Liaise with end users for the collection of received goods.
- Issue and facilitate signing of goods receipt vouchers.
- Capture and submit payment voucher documents.
- Conduct stock control and stocktaking as needed.
What You’ll Need
- National Senior Certificate plus a Diploma (NQF Level 6) or Degree (NQF Level 7) in Supply Chain Management, Public Management, Public Administration, Inventory Management, Stores, or Logistics Management.
- Exposure in the field is advantageous.
- Knowledge of registry duties and practices.
- Proficiency in data capture and computer operations.
- Understanding of the legislative framework governing the Public Service.
- Good written and verbal communication skills.
- Acceptable report writing skills and computer literacy.
- A valid (Code 8) driving license is an advantage.
How to Apply
Please submit your application before the closing date as late applications will not be considered.
Requirements
National Senior Certificate plus a Diploma (NQF Level 6) or Degree (NQF Level 7) as recognised by SAQA in Supply Chain Management/ Public Management/ Public Administration/Inventory Management/Stores/Logistics Management.Exposure in the field will be an added advantage.
Knowledge of registry duties, practices as well as the ability to capture data, and operate computer will also be an added advantage.
Working knowledge and understanding of the legislative framework governing the Public Service.
Knowledge of storage and retrieval procedures in terms of the working environment.
Good written and verbal communication.
Acceptable report writing skills.
Computer literacy.
Ability to ensure maximum level of confidentiality.
A valid (Code 8) driving license will be an added advantage.
Job Duties
Facilitate receipt of goods and services.Receive, check and record the goods and invoice received from supplier.
Compare goods received with requisition forms.
Endorse signature on receipt of goods.
Record goods received.
Keep goods in a correct and safe place.
Facilitate storage, issuing and distributing stores item/inventory.
Enter goods in a correct bin allocation.
Update bin cards and item records.
Keep and maintain the asset register of the museum.
Assist in the Administration of the Museum fleet.
Liaise with the end user for collection of goods received.
Issue and facilitate signing of goods receipt voucher by the end user.
Facilitate capturing and submission of payment voucher documents.
Compare and check invoice against the order and the goods received.
Check validity of the invoice (stamp, signature and banking details).
Receive and capture submission on the system.
Record outgoing submission.
Forward the submission to payments.
Stock control and stocktaking.
