About the Role
The Department of Transport is seeking a dedicated Administration Clerk for Fleet Management based at the Head Office in Polokwane. This vital role involves providing comprehensive administrative clerical support for government-owned vehicles, ensuring that fleet management processes run smoothly and efficiently. By facilitating the allocation and maintenance of vehicles, you will play a crucial part in supporting the transportation needs of public service across the region. Your work will directly contribute to the effective functioning of government operations, enabling essential services to reach communities throughout Limpopo.
As an Administration Clerk, you will be responsible for a variety of tasks that include verifying log sheets, capturing data, and maintaining fleet records. Your attention to detail and organizational skills will be key in ensuring that all government vehicles are well managed, properly maintained, and compliant with relevant legislation. This role not only supports the internal workings of the Department but also impacts the broader public service, ensuring that transportation resources are utilized effectively for the benefit of all South Africans.
About the Department
The Department of Transport is committed to providing a safe, reliable, and efficient transport system that meets the needs of the public. With a focus on enhancing mobility and accessibility, the department plays a pivotal role in the economic and social development of South Africa. Working within this department means being part of a team that strives to improve transportation infrastructure and services, thereby contributing to the overall well-being of communities.
Joining the Department of Transport offers the opportunity to engage in meaningful work that directly affects the lives of citizens. The department values transparency, accountability, and collaboration, creating a supportive environment where employees can thrive and make a difference.
What You’ll Do
- Provide administrative clerical support for government-owned vehicles
- Allocate and issue vehicles to users efficiently
- Verify and organize log sheets and trip authorization forms
- Maintain accurate fleet records and statistics
- Conduct pre and post vehicle inspections
- Book vehicles for maintenance and repairs
- Capture and issue traffic fines to responsible drivers
- Ensure timely renewal of vehicle licenses
- Safeguard fleet management assets, including fuel cards and vehicle keys
- Assist with financial and resource management as per departmental policies
- Compile monthly, quarterly, and annual expenditure reports for management
What You’ll Need
- A qualification at NQF level 04 as recognized by SAQA
- A valid driver’s license (except for applicants with disabilities)
- Basic knowledge of relevant Public Service regulations
- Understanding of the Public Finance Management Act and Treasury Regulations
- Strong verbal and written communication skills
- Planning, organizing, and data capturing skills
- Proficient in MS Office applications (Word, PowerPoint, Excel, Outlook)
- Ability to collect and present statistical data accurately
How to Apply
Please submit your application before the closing date as late applications will not be considered.
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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).
Job Duties
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.
