An excellent career opportunity exists for interested and qualified candidates to apply for the abovementioned
position at Namib Mills (Pty) Ltd, Walvisbay.
PRIMARY PURPOSE OF THE POSITION
Responsible for the execution of administrative functions with the department.
KEY FUNCTIONS AND RESPONSIBILITIES
1. Administration
- Analyse depot and customer damages to manage all such occurrences.
- Ensure picking slips are accurate and signed off by relevant Supervisor on duty for processing purposes.
- Accurately and timeously record all data received and adhere to prescribed procedures.
- Provide customers with accurate and timeous information on request.
- Ensure filing is done.
- Ensure safekeeping of documents.
- Feedback report to Distribution Manager daily.
- Ensure that all administrative documentation is done and signed according to laid policies and procedures.
- Timeously and accurately entering of data into computerised system, make sure that all prices are correct according to customers deals and price lists – prior to processing of invoice.
- Accurately and timeously record all data received from various sources and adhering to prescribed procedures.
- Monitoring and updating of delivering schedules as per truck per route on an ongoing basis per shift.
- Liaise with driver and/or customers on deliveries.
- Claims & Credit Notes Control
- Receive claims & GRV’s from Warehousing Function – confirm all with Storeman / Claims Clerk on the stock returned.
- Receive POD’s – shortages received by customer from dispatch Supervisor.
- Receive claims – stock returned from trade/customer and generate credit notes from dispatch Supervisor.
- Double check and calculate single/bulk returns received from Storeman for credit notes.
- Prepare all necessary documentation per claim for approval by Management.
- Upon authorisation of management, process claims for credit note purposes.
- Update information in system with regards to damages/shortages received on a daily basis.
- Liaise with Debtors Department on a weekly basis, so that problems or invalid claims can be sorted ASAP.
- Keep GRV list and claims list daily up to date.
- Give reports to Depot Manager every Friday for review.
- File all claims, invalid claims and credit notes documentation on daily basis.
- Give feedback reports to Depot Manager/Supervisor on daily basis.
2. Personal
- Be involved in monthly reporting activities.
- Assist with pallet movements and controls.
- Assist with the accurate and timeous filing of all required documentation as per laid down policies and procedures.
- Ensure invoices are handled in accordance with correct procedures.
- Ensure timeous communication and distribution of messages, faxes and memos.
- Process and distribute internal and external mail.
- Keep SHE documentation up to date.
- Ensure area of supervision complies with ISO and HACCP standards and procedures.
- Ensure PPE is available and timeously ordered.
- Ensure all personnel administration is done timeously, accurately and in accordance with company procedures.
- Perform ad hoc tasks as requested by the superiors.
MINIMUM REQUIREMENTS FOR THIS POSITION
- Grade 12 (NQF4) with 3 years’ experience in Administration.
OR
- A relevant certificate with 2 years’ experience in Administration
- Knowledge in a Distribution environment will be an advantage.
- Computer literate with a good mastering of Microsoft Word, Excel and Outlook
- Knowledge of Accpac
- Proficient in English (written & spoken).
- Namibian citizen.
Closing Date: 17 September 2026
