Chief Production Clerk: Travel And Id Document Dispatch/Administrative Support Services

What you will need

• Grade 12 Certificate.
• Must be able to obtain a positive security clearance.
• Knowledge of processes and equipment.
• Must be able to obtain a positive security clearance.
• The incumbent will be required to work rotating shifts, including weekends, public holidays, and night shifts, based on operational requirement.
• Extended working hours may be required.
• Ability to communicate with all levels of management.
• A valid driver's licence will be an added advantage.

Experience

Minimum of 3 years’ appropriate experience in the industry.

Driver's licence

A valid driver's licence will be an added advantage.

Key responsibilities

• Monitor the movement, work in progress, and distribution of documents: Plan and schedule the Section’s work to ensure the timely and correct distribution to the High Security Dispatch Division, the couriers and customers.
• Check that all the batches of documents sent from the Personalisation Section and Quality Control were received Coordinate and monitor production workflow, work-in- progress and the movement and distribution of high-security printed materials.
• Plan and schedule the Section’s activities to ensure the timely completion and correct distribution of documents to internal divisions, couriers and customers.
• Collaborate with relevant departments and business units, including design, prepress, printing, personalisation, quality control, finishing and dispatch, to facilitate the smooth flow and timely completion of production activities.
• Verify that all batches received from production sections and Quality Control are accurately recorded, securely transferred and signed for.
• Ensure the proper preparation of finished goods for dispatch, including the accurate application and verification of customer information, delivery addresses, waybills and supporting documentation.
• Expedite urgent documents, track outstanding or delayed jobs on production systems, and follow up to resolve production or distribution delays.
• Coordinate with internal departments, external parties, shipping companies and courier service providers to arrange transportation and ensure the accurate and timely delivery of printed materials.
• Monitor shipment progress, trace dispatched materials, follow up on proof of delivery, and address delivery discrepancies or delays.
• Process waybills, proof-of- delivery documentation, courier invoices and allocation notices.
• Maintain accurate records of finished goods transferred and distributed.
• Monitor and maintain inventory levels of printing materials, supplies and consumables, including paper, ink and other production-related items.
• Track usage, initiate replenishment where required, and maintain an organised inventory system to prevent shortages or excessive stock.
• Ensure that the Section and its employees are adequately equipped and resourced.
• Keep and manage accurate records, registers, statistics and correspondence.
• Use applicable digital systems and software to capture, organise, store, retrieve and report information efficiently.
• Maintain the Section’s filing system, incoming and outgoing correspondence registers, movement registers and signed handover documentation.
• Prepare basic letters, reports and other correspondence, respond to routine enquiries, and submit accurate reports within the prescribed timeframes.
• Manage safety, health, environment, risk and quality within the Section.
• Ensure compliance with the Occupational Health and Safety Act, SHERQ requirements, security controls and all applicable GPW production policies and procedures.
• Ensure that all procedures and systems relating to the handling, movement, storage and protection of high-security printed materials are strictly observed.
• Provide administrative and logistical support to the Section.
• Administer leave, attendance, timesheets, overtime approvals, overtime claims, time corrections and personnel records.
• Maintain accurate leave and attendance registers and ensure that all supporting documentation is completed and submitted within the required timeframes.
• Facilitate the effective management of procurement, equipment, materials and facilities within the Section.
• Supervise and manage employees within the Section.
• Allocate, coordinate and monitor the work of staff and provide functional and technical guidance.
• Conduct performance reviews in accordance with GPW policies, promote teamwork, and apply disciplinary measures in accordance with applicable prescripts and procedures when necessary.
• Assist with the administration and coordination of staff training, coaching and development.
• Participate in the development, review and implementation of relevant policies, procedures and operational systems.
• Research and remain informed of technological developments, digital systems and emerging practices within the printing and distribution environment to support continuous improvement, operational efficiency and the maintenance of high-quality standards.

Additional details

• Grade: National

How to apply

Link: GPW 26/021 37

• Enquiries: Ms. Bongi Mtsweni
• Telephone: (012) 764 3917