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UJ: Administrative Assistant (P11) (Operations: Central Transportation Services)

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  • Post published:Sep 28, 2021
  • Post category:Jobs

Job description

To fulfil the role and responsibilities of a Fines Administrative Assistant at the APK Campus as well as the DFC and SWC campus, to administer all traffic fines, fuel slips, on-site diesel usage, e-toll statements, vehicle maintenance including tyres, batteries, and vehicle accident reports.
Fines Administration:

  • Administer all the traffic fines of UJ vehicles, by collecting, re-issuing and posting to AARTO and accurate recordkeeping thereof.
  • Constant liaison with UJ staff, Metro and AARTO to get driver information for re-issuing.
  • Constant liaison with local Metro, AARTO and provincial Metro office to get updates on outstanding and new fines and completed re-issued fines to clear the fine data of the UJ and Proxy.
  • Benchmarking with AARTO and training of staff on AARTO regulations.
  • Driving to Metro, AARTO, DFC and local post offices to collect or deliver traffic fines and fuel reports.
  • Driving to Metro, AARTO, DFC and local post offices to collect or deliver traffic fines and fuel reports.

Archibus System and Administration: 

  • Part of fine administration to obtain driver information from the Archibus System to re-issue traffic fines.
  • Completion of re-issue forms by scanning copies into the Archibus fine management system.
  • Uploading of maintenance and service invoices including accident reports.

·      Fuel Slips and on-site diesel usage Administration: 
Administer all UJ vehicle fuel slips received from Shell fuel station Melville and departments monthly.Checking fuel slips with fuel records by ensuring that they correspond.Recordkeeping and filing of fuel slips and records.Submission to DFC Finance.On-site diesel tank: to do daily weekly and monthly checks on diesel usage, diesel level checks and reporting of diesel usage versus fuel left.
E-toll statements and e-tag units:

  • Ensuring proper recordkeeping, filing and administration of all e-tag statements as well as on-time cancellation or renewal of e-tag units.

Fleet Inspections, accidents and Reports

  • Weekly inspections on all Fleet and other UJ vehicles and reporting of findings.
  • Control administer and completion of accident reports and liaison with line manager and UJ insurance office.

Control and oversee accounts

  • Weekly and monthly reporting of traffic fines and oversee and control various accounts on external fuel and on-site diesel usage, maintenance, services, tyres, batteries on Fleet and other UJ vehicles.

Minimum requirements

  • National Senior Certificate (Grade 12)
  • 3 Year Diploma in Transport of Logistics Management
  • Five (5) years working experience in Traffic Fines Administration.
  • At least five (5) years working experience as Administrative Assistant in a higher education institution or Private sector related to a Vehicle Fleet environment. 
  • A valid driver’s license (Code 10) – with a valid PDP
  • Fluency in English (written and spoken)
  • Ability to priorities workload and to work under pressure without supervision
  • Must be willing to work after hours and weekends.
  • When required, it will be expected to assist with driving clients around after hours and over weekends and UJ or Public Holidays


  • Excellent written, verbal, listening and interpersonal communication skills.
  • Knowledge of good customer service.
  • Knowledge of road safety and road traffic Act.
  • Knowledge of Fines management and administration
  • Knowledge in fine administration and Metro / AARTO processes, rules, and regulations.
  • Knowledge of electronic fine management systems and recordkeeping.
  • Knowledge of various vehicle types, sizes, and handling.
  • Knowledge of cross-border processes, rules, and regulations.
  • Knowledge of Transport and Logistics Environment Administration
  • Knowledge in Archibus or other Fleet Management System.
  • Knowledge of data recording and analysis reporting
  • Computer skills with Outlook, MS Word, and Excel.
  • Ability to work under pressure towards a deadline.
  • Working with initiative and creativity.
  • Working cooperatively in a teamwork environment.
  • Being reliable, responsible, and punctual.

Closing date: 01 October 2021