Admin Officer
Closing Date: 26 November 2025
Reference Number: SAA251119-2
Job Type: Permanent
Job Grade: AL3
Department: Operations Support
Location: Kempton Park, Gauteng
Reporting To: Head of Operations
1. ROLE PURPOSE
The Admin Officer provides comprehensive administrative, documentation, and coordination support to the Head of Operations and all employees within the Operations Support Business Unit. The role ensures efficient office functioning through data capturing, document control, training administration, meeting coordination, and the preparation of reports and statistical documents. The incumbent plays a critical part in maintaining compliance, ensuring smooth operational workflows, and upholding SAA’s values through professional, accurate, and timely administrative service delivery.
2. KEY RESPONSIBILITIES
2.1 General Office Administration
- Provide day-to-day administrative support to the Head of Operations and departmental staff.
- Manage office stationery levels, raise requisitions, and maintain stock to ensure uninterrupted operations.
- Coordinate internal staff administration requirements as directed by the Manager.
- Maintain and update technical documentation, ensuring accuracy, completeness, and proper version control.
- Perform filing, document organisation, and ensure records are maintained according to SAA technical and administrative standards.
- Support departmental logistics, including coordination of staff movements and internal arrangements.
2.2 Meeting, Reporting & Documentation Support
- Arrange, schedule, and coordinate departmental meetings, workshops, and briefings.
- Prepare meeting packs and circulate agendas timeously.
- Take detailed minutes, type, proofread, and distribute them accurately and promptly to relevant stakeholders.
- Compile, maintain, and update statistical graphs, reports, spreadsheets, dashboards, and tracking documents for the Manager.
- Consolidate operational data required for departmental performance reporting and audits.
- Maintain confidential documentation and ensure secure storage of sensitive files.
2.3 Financial & Budget Administration
- Support the Manager in monitoring budget utilization and expenditure trends.
- Investigate budget discrepancies weekly and coordinate corrective actions for rectification.
- Assist with procurement requisitions, invoice follow-ups, and ensuring departmental purchases stay within budget delegation levels.
- Maintain accurate records of financial transactions, quotations, and departmental spending in line with SAA financial guidelines.
2.4 Travel & Logistics Coordination
- Make travel arrangements for the Manager and departmental staff as needed, including flight bookings, accommodation, ground transport, and travel itineraries.
- Ensure travel complies with SAA’s travel policies and cost-containment procedures.
- Coordinate logistics for departmental activities, such as training sessions, meetings, and operational deployments.
2.5 Training Administration
- Maintain an up-to-date database of departmental training requirements and competency records.
- Schedule training sessions and ensure all mandatory training is completed before expiry.
- Liaise with training providers, HR, and staff to confirm attendance and track completions.
- Monitor and report any overdue or lapsed training, escalating non-compliance to the Head of Operations.
3. MINIMUM QUALIFICATIONS & EXPERIENCE
- Grade 12 / Matric or equivalent (essential).
- Proficiency in MS Office (Excel, Word, PowerPoint) with advanced competency (essential).
- Experience with MIS and SAP systems (essential).
- Previous administrative experience within a technical, aviation, operations, logistics, or engineering environment is advantageous.
- Strong typing skills and ability to produce high-quality documentation.
4. KNOWLEDGE & SKILLS
Technical Skills
- Solid understanding of administrative processes, document control, and office systems.
- Basic financial knowledge, including budgeting processes and financial investigation of discrepancies.
- Familiarity with SAA Technical operations and organisational structure (advantageous).
- Strong computer literacy across MS Office, including advanced Excel functions (pivot tables, formulas, reporting).
- Knowledge of SAP for procurement, reporting, and administrative processes.
- Ability to compile professional reports, statistical charts, and technical documents.
Administrative Competencies
- Excellent telephone etiquette and professional communication.
- Strong organisational and time management abilities.
- Attention to detail, accuracy, and the ability to maintain large volumes of documentation.
- Ability to prioritise tasks, multitask, and meet deadlines in a high-pressure environment.
5. KEY ATTRIBUTES & BEHAVIOURS
- Demonstrates SAA values:
- Customer Focus
- Accountability
- Integrity
- Safety
- Excellence in Performance
- Valuing Our People
- Self-motivated and proactive in handling responsibilities.
- High level of punctuality, reliability, and professionalism.
- Strong written and verbal communication skills.
- Collaborative team player with strong interpersonal skills.
- Ability to work independently and manage workload with minimal supervision.
- Resilience and ability to perform effectively under pressure.
- Strong ethical conduct, confidentiality, and trustworthiness.
6. WORKING CONDITIONS
Frequent interaction with technical teams, managers, suppliers, and internal stakeholders.
Based full-time at SAA Technical, Kempton Park.
Normal working hours with occasional extended hours to meet operational demands.
High-pressure environment requiring strong organisational discipline.
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