Admin Officer
Location: Pretoria, Gauteng
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
📍 Location: Kempton Park, Gauteng, South Africa
🏢 Division: Operations – Domestic Airport Operations
📅 Closing Date: 21 October 2025
🪪 Reference Number: SAA251013-3
💼 Job Type: Permanent
📊 Job Grade: AL3
👥 Reporting To: Manager: Line Stations
About South African Airways (SAA)
For over 90 years, South African Airways has been the nation’s leading airline, connecting South Africa to the world with safety, reliability, and service excellence. As we continue to rebuild and strengthen our operations, we remain committed to innovation, customer satisfaction, and operational integrity.
Joining our team means becoming part of an organisation that values professionalism, teamwork, and continuous improvement, while contributing to the success of one of Africa’s most iconic aviation brands.
Purpose of the Role
The Admin Officer provides comprehensive administrative, secretarial, and operational support to the Domestic Airport Operations Division. The role includes capturing data, managing documentation, coordinating procurement of aircraft spares, and supporting departmental logistics and compliance.
This position ensures the seamless execution of daily administrative and technical support tasks that enable smooth operations across Regional and Over-border Line Stations.
Key Responsibilities
1. General Administration & Office Support
- Provide professional administrative and secretarial assistance to the Manager: Line Stations and the broader department.
- Handle correspondence, distribute memos, and maintain effective communication channels across teams.
- Schedule meetings, prepare agendas, take accurate minutes, and distribute them timeously.
- Greet and receive internal and external visitors, ensuring professional customer service.
- Manage departmental filing systems—electronic and hard copy—and maintain confidentiality at all times.
- Coordinate staff medical examinations, permit applications, and uniform/PPE orders.
2. Documentation & Reporting
- Capture and maintain technical documentation and operational records, ensuring accuracy and traceability.
- Compile and update Quality Work Instructions Manuals (QWIM) and respond to related staff queries.
- Prepare AMOS reports and ensure accurate data entry in compliance with SAAT standards.
- Maintain inventories and asset registers for aircraft spares, tools, and equipment.
- Support audit and compliance activities by preparing required documentation and responding to audit queries.
3. Procurement & Logistics Support
- Order, track, and replenish aircraft spares, tools, and consumables for Regional and Over-border Line Stations using the AMOS system.
- Monitor and update inventory registers, ensuring timely replenishment of parts and tools.
- Coordinate and monitor shipments, ensuring delivery accuracy and adherence to regulatory timelines.
- Manage collection and dispatch of mail, courier shipments, and IT equipment.
- Negotiate and manage hotel bookings and travel arrangements for AOGs (Aircraft on Ground) and third-party support.
4. Finance & Billing Coordination
- Raise expense authorisations and process invoices for contracted Maintenance, Repair, and Overhaul (MRO) services.
- Compile station billing reports and monthly expenditure summaries for submission to Finance.
- Manage duty travel, service provider payments, and related billing processes.
- Track third-party travel-related costs and ensure accurate billing.
- Assist with budgeting and provide administrative support during audit and financial review periods.
5. Human Resource & Training Administration
- Compile departmental timesheets, leave forms, and sick notes, submitting them to HR.
- Coordinate and monitor staff training needs and records.
- Support departmental communication on regulatory activities, including Occupational Health & Safety (OHS), Safety Management Systems (SMS), and Quality Assurance (QA).
- Prepare and maintain overtime reports and submit to relevant authorities.
Minimum Requirements
Education:
- Grade 12 / Matric (NQF Level 4) – Essential
- Certificate or Diploma in Office Administration, Secretarial Studies, or related field – Preferred
Experience:
- Minimum 4 years of office administration experience – Essential
- Minimum 1 year administrative or secretarial experience in a technical or operational environment – Advantageous
- Proven experience in data capturing, report preparation, and office coordination.
- Valid unendorsed Code B driver’s licence – Required
Technical Skills:
- Strong computer literacy and proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) – Advanced
- Basic financial and budget management skills – Intermediate
- Typing speed of 35 words per minute or more – Required
- Working knowledge of AMOS (Aircraft Maintenance and Operations System) – Advantageous
- Understanding of SAAT policies, procedures, and quality standards – Advantageous
Core Competencies
| Competency Area | Description |
|---|---|
| Communication Skills | Excellent verbal and written communication; strong telephone and email etiquette. |
| Planning & Organisation | Ability to manage multiple tasks and meet tight deadlines in a fast-paced operational environment. |
| Attention to Detail | High degree of accuracy in documentation, data entry, and reporting. |
| Customer Service Orientation | Professional and service-driven approach when dealing with staff, clients, and service providers. |
| Integrity & Confidentiality | Maintains strict confidentiality with sensitive operational and HR information. |
| Teamwork & Cooperation | Collaborates effectively with internal stakeholders to support departmental objectives. |
| Analytical Thinking | Ability to analyse data, identify discrepancies, and resolve operational issues. |
| Initiative & Proactivity | Anticipates needs, identifies process improvements, and implements solutions. |
| Time Management | Prioritises effectively to ensure efficient administrative workflow. |
Attributes
- High degree of professionalism and accountability.
- Organisational awareness and understanding of airline operational structures.
- Dependable, disciplined, and quality-focused.
- Customer-centric mindset with effective problem-solving skills.
- Capable of working under pressure and managing competing priorities.
Remuneration & Benefits
- Competitive salary aligned with Grade AL3 level.
- Pension Fund, Medical Aid, and other employee benefits as per SAA policy.
- Opportunities for growth within South African Airways Technical (SAAT) and broader SAA Operations.
Application Guidelines
Interested candidates who meet the above requirements should apply online via the South African Airways Careers Portal using the following reference:
Ref No: SAA251013-3
📅 Closing Date: 21 October 2025
📍 Location: Kempton Park, Gauteng
Please attach:
- Detailed and updated CV (max 3 pages)
- Certified copies of qualifications, ID, and driver’s licence
Only shortlisted candidates will be contacted. If you have not received feedback within 30 days after the closing date, please consider your application unsuccessful.
Equal Opportunity Statement
South African Airways (SAA) is committed to employment equity and encourages applications from designated groups, including women and persons with disabilities, in line with the organisation’s Employment Equity Plan.
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