Admin Officer
Reference Number: SAA251203-1
Job Grade: AL3
Job Type: Permanent
Division: Operations
Business Unit: Operations Support
Reporting To: Manager: Workshops
Location: Kempton Park, Gauteng, South Africa
Closing Date: 10 December 2025
Minimum Education Level: Grade 12 (Matric) or equivalent
Job Purpose
The purpose of the Admin Officer role is to provide efficient, accurate, and professional administrative and operational support to the Manager: Workshops and the broader Operations Support Department. The incumbent will be responsible for data capturing, document control, technical documentation updates, coordination of administrative processes, monitoring of staff training requirements, and general office support. This role is fundamental in ensuring that operational activities run smoothly, that records are well maintained, and that management is supported with reliable administrative services to enable sound decision-making and operational efficiency.
Key Responsibilities and Accountabilities
1. Office Administration and Operational Support
- Provide comprehensive general office administration support to ensure the effective daily functioning of the department.
- Maintain orderly filing systems (both electronic and hard copy) to ensure accurate record keeping and easy retrieval of documents.
- Coordinate stationery requisitions and ensure adequate stock levels are maintained at all times.
- Manage incoming and outgoing correspondence, including emails, memos, and departmental communications.
- Maintain and update departmental registers, logs, and administrative databases.
2. Data Capturing and Documentation Control
- Capture accurate operational and technical data into various systems including MIS and SAP.
- Update and maintain technical documentation, procedures, and work instructions in line with departmental requirements.
- Ensure data integrity and compliance with internal quality and reporting standards.
- Generate reports as required, ensuring accuracy, compliance, and timely submission.
3. Staff Administration and Training Coordination
- Provide staff administration support including attendance registers, leave forms, and personnel-related records.
- Monitor departmental training requirements, ensuring that mandatory and statutory training is scheduled, tracked, and kept current.
- Maintain accurate training records and escalate any expired or outstanding training to management promptly.
4. Meeting and Diary Management
- Arrange meetings, prepare meeting venues, issue meeting invitations, and manage diary schedules for the Manager and relevant staff.
- Attend meetings, take accurate minutes, type and distribute minutes timeously.
- Track action items arising from meetings and ensure follow-up on outstanding tasks.
5. Financial and Budget Support
- Assist with basic financial administration and budget monitoring.
- Investigate, verify, and arrange rectification of weekly budget discrepancies.
- Support cost control measures and assist in ensuring adherence to financial policies and procedures.
6. Travel and Logistics Coordination
- Arrange travel, accommodation, and related logistics for the Manager and staff as required.
- Ensure that all travel arrangements comply with company travel policies and budget constraints.
7. Communication and Stakeholder Support
- Serve as a communication link between management, staff, and internal stakeholders.
- Handle telephone inquiries professionally, ensuring correct call routing and effective message taking.
- Maintain strong working relationships with internal departments and service providers.
Minimum Qualifications and Experience
- Grade 12 (Matric) or equivalent qualification is essential.
- Proven competence in PC literacy is mandatory, including MS Word, MS Excel, MS PowerPoint, MIS and SAP.
- Prior experience in office administration, operations support, or a similar administrative environment will be highly advantageous.
- Demonstrated experience in minute taking, reporting, and general administrative coordination.
Knowledge and Skills Requirements
Technical and Professional Skills
- Strong computer literacy with advanced proficiency in Microsoft Office applications.
- Working knowledge of SAP and Management Information Systems (MIS).
- Typing proficiency with strong document formatting and reporting capability.
- Basic financial administration knowledge, including budget monitoring and discrepancy handling.
- Understanding of document control and record management practices.
Communication and Interpersonal Skills
- Excellent written and verbal communication skills.
- Professional telephone etiquette and client-facing communication abilities.
- Ability to engage effectively with management, colleagues, and stakeholders at all levels.
Organisational and Analytical Skills
- Strong planning, organising, and coordination skills.
- High attention to detail with the ability to work accurately under pressure.
- Ability to prioritise tasks, manage deadlines, and multitask in a fast-paced operational environment.
- Strong problem-solving skills with a proactive mindset.
Personal Attributes and Behavioural Competencies
- Strong alignment with SAA values: Customer Focus, Accountability, Integrity, Safety, Excellence in Performance, and Valuing Our People.
- High level of self-motivation and reliability.
- Excellent punctuality and strong work discipline.
- Ability to work independently with minimal supervision as well as collaboratively within a team.
- Professionalism, confidentiality, and ethical conduct at all times.
- Ability to perform under pressure while maintaining high standards of work quality.
Working Conditions
- Permanent employment subject to SAA’s terms and conditions of service.
- Standard office-based working environment with occasional extended hours depending on operational demands.
- The role requires consistent interaction with management and operational personnel and may involve high volumes of documentation and reporting.
Employment Equity and Values
South African Airways is committed to employment equity, diversity, and transformation. Preference will be given to candidates from designated groups in line with the company’s Employment Equity Plan. SAA promotes an inclusive workplace that recognises performance, development, and ethical leadership.
Why Join SAA?
Joining South African Airways means becoming part of a respected national brand with a proud operational heritage. This role offers an opportunity to grow within a structured operations environment, develop valuable administrative and technical skills, and contribute meaningfully to the success of critical operational support functions. The Admin Officer plays an essential role in maintaining the operational backbone of the organisation.
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