Admin Clerk X5
Position/Task Grade: T05
Industry: Electricity, Energy & Water Supply
Category: Database Administration / Administrative Support
Business Unit: Shared Services
Department: Vendor Master Data Management
Location: Megawatt Park, Sunninghill
Contract Type: Fixed-Term Contract
Remuneration: Market Related
EE Position: No
Reference Number: 50857324ZH
Introduction
Eskom, as one of South Africa’s most critical state-owned enterprises, continues to play a central role in powering the nation and enabling sustainable economic growth. The Shared Services Division supports Eskom’s operational excellence by ensuring that administrative, financial, and master data processes run with accuracy, consistency, and efficiency.
The Vendor Master Data Management (VMDM) section is responsible for maintaining accurate, compliant, and up-to-date vendor information to support procurement, financial reporting, and supply chain operations.
This position exists to provide administrative, technical, and end-user support services to the Vendor Master Data Management team and to ensure seamless daily operations. The role requires an organised, attentive, disciplined individual who can work well both independently and within a high-performance environment.
Job Purpose
To provide comprehensive support services to the Vendor Master Data Management section through administrative assistance, document handling, end-user support, and contribution to efficient data management processes. The incumbent will ensure that documents are accurately scanned, stored, archived, and retrievable, and will support departmental workflows to promote compliance, quality, and operational continuity.
Key Responsibilities
1. End-User Support
- Provide first-level support to internal end-users regarding vendor data enquiries, document submission requirements, and general administrative queries.
- Assist users with navigating VMDM systems, platforms, or submission portals where applicable.
- Escalate complex issues to senior team members or the Manager in line with escalation procedures.
- Ensure professional, timely, and accurate communication when dealing with stakeholders.
2. General Administrative Support
- Perform daily administrative tasks to support the overall functioning of the Vendor Master Data Management section.
- Maintain updated administrative records, registers, logs, and documentation tracking tools.
- Assist with preparing, formatting, and updating basic reports and administrative documents.
- Support the team with coordination of tasks, follow-ups, and timely completion of routine workflows.
3. Document Scanning and Processing
- Scan, index, and upload documents to the required systems or databases following the correct naming conventions, classification standards, and document management procedures.
- Ensure that all scanned documents are clear, complete, and valid before submission or storage.
- Check that all document pages are captured and that digital copies match the originals.
4. Filing, Archiving, and Records Management
- Maintain both physical and electronic filing systems to ensure proper record-keeping and compliance.
- Archive older records in line with Eskom’s document retention policies and legislative requirements.
- Retrieve documents for internal users upon request and maintain tracking records of borrowed files.
- Ensure confidentiality and protection of all sensitive and classified information.
5. Support to Team Cohesion and Effectiveness
- Contribute actively to a positive, collaborative team culture by communicating clearly and respectfully.
- Share information proactively and support colleagues in meeting shared operational goals.
- Participate in departmental meetings, training sessions, and continuous improvement initiatives.
- Demonstrate reliability, readiness to assist, and commitment to overall team success.
Minimum Requirements
Qualifications
- NCV4 / NSC3 / Grade 12 at NQF Level 4 with a minimum of 120 Credits.
Experience
- Administrative experience in an office environment is required.
- Experience within a master data, supply chain, or shared services environment is advantageous (but not mandatory).
Knowledge and Skills Requirements
- Basic understanding of administrative procedures, filing systems, and document control.
- Computer literacy, including MS Office Suite (Word, Excel, Outlook).
- Ability to follow structured procedures and comply with organisational standards.
- Good communication skills, particularly email etiquette and clarity in written communication.
- Strong attention to detail and high levels of accuracy in document handling.
- Basic understanding of data management principles is beneficial.
- Ability to work professionally with confidential information.
- Strong organisational skills and the ability to manage multiple simple tasks effectively.
Competencies and Personal Attributes
Functional Competencies
- Administrative proficiency
- Document management skills
- Filing and archiving
- End-user support capability
Behavioural Competencies
- Teamwork: Works collaboratively and contributes positively to team efforts.
- Professionalism: Maintains a high level of conduct, integrity, and work ethic.
- Reliability: Can be trusted to complete tasks accurately and on time.
- Adaptability: Adjusts easily to routine changes, priorities, or instructions.
- Initiative: Demonstrates willingness to take on tasks and support team objectives.
- Customer orientation: Provides helpful, respectful assistance to internal users.
Additional Information
- This position supports Eskom’s commitment to excellence, compliance, and effective data governance.
- Candidates will be required to undergo training, competency assessments, or system orientation as required by the department.
Employment Equity Statement
“Eskom is committed to equality, employment equity, and diversity. In line with Eskom’s employment equity plan and targets, preference may be given to candidates from under-represented designated groups. Eskom reserves the right not to make an appointment to the position. People with disabilities are encouraged to apply.”
Application Note
“If you have not been contacted within 28 days after the closing date of this advertisement, please accept that your application was unsuccessful.”
Eskom maintains a smoke-free environment for all employees and visitors.
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