About the Role
The Department of Cultural Affairs and Sport is seeking a dedicated Admin Clerk to join their team at the Bayworld Museum in Gqeberha. This role is not just about clerical duties; it plays a crucial part in ensuring the smooth operation of museum logistics, which in turn supports the cultural heritage of the Eastern Cape. As an Admin Clerk, you will contribute to the community by facilitating the receipt and management of goods and services that are vital for preserving our history and enhancing the visitor experience.
In this position, you will engage directly with various stakeholders, ensuring that all goods received are accurately recorded and stored. By managing inventory and facilitating administrative tasks, you will help the museum run efficiently, allowing it to serve as a valuable educational resource for both locals and tourists alike. Your work will have a significant impact on the preservation of cultural assets and the promotion of arts and heritage in South Africa.
About the Department
The Department of Cultural Affairs and Sport is dedicated to promoting and preserving the cultural heritage of South Africa. By fostering the arts, supporting cultural institutions, and facilitating community engagement, the department plays a pivotal role in enhancing the quality of life for citizens. Working within this department means being part of a mission to celebrate diversity and creativity while contributing to the public service that enriches communities across the nation.
What You’ll Do
- Facilitate the receipt of goods and services from suppliers
- Check and record incoming goods against requisition forms
- Endorse signatures upon receipt and accurately record all goods
- Manage the storage, issuing, and distribution of inventory items
- Maintain the asset register and update bin cards and item records
- Assist with the administration of the museum fleet
- Liaise with end-users for the collection of received goods
- Capture and submit payment voucher documents for processing
- Conduct stock control and participate in stocktaking activities
What You’ll Need
- National Senior Certificate plus a Diploma (NQF Level 6) or Degree (NQF Level 7) in Supply Chain Management, Public Management, or related fields
- Exposure to administrative duties within a similar environment is advantageous
- Knowledge of registry practices and the ability to capture data effectively
- Familiarity with the legislative framework governing the Public Service
- Good written and verbal communication skills
- Computer literacy and acceptable report writing skills
- 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.
