Chief Production Clerk: Travel and Id Document Dispatch/Administrative Support Services

Requirements

• Grade 12 Certificate.
• Minimum of 3 years’ appropriate experience in the industry.
• Must be able to obtain a positive security clearance.
• Knowledge of processes and equipment.
• Must be able to obtain a positive security clearance.
• The incumbent will be required to work rotating shifts, including weekends, public holidays, and night shifts, based on operational requirement.
• Extended working hours may be required.
• Ability to communicate with all levels of management.
• A valid driver's license will be an added advantage.

Duties

• Monitor the movement, work in progress, and distribution of documents:
• Plan and schedule the Section’s work to ensure the timely and correct distribution to the High Security Dispatch Division, the couriers and customers.
• Check that all the batches of documents sent from the Personalisation Section and Quality Control were received Coordinate and monitor production workflow, work-in- progress and the movement and distribution of high-security printed materials.
• Plan and schedule the Section’s activities to ensure the timely completion and correct distribution of documents to internal divisions, couriers and customers.
• Collaborate with relevant departments and business units, including design, prepress, printing, personalisation, quality control, finishing and dispatch, to facilitate the smooth flow and timely completion of production activities.
• Verify that all batches received from production sections and Quality Control are accurately recorded, securely transferred and signed for.
• Ensure the proper preparation of finished goods for dispatch, including the accurate application and verification of customer information, delivery addresses, waybills and supporting documentation.
• Expedite urgent documents, track outstanding or delayed jobs on production systems, and follow up to resolve production or distribution delays.
• Coordinate with internal departments, external parties, shipping companies and courier service providers to arrange transportation and ensure the accurate and timely delivery of printed materials.
• Monitor shipment progress, trace dispatched materials, follow up on proof of delivery, and address delivery discrepancies or delays.
• Process waybills, proof-of- delivery documentation, courier invoices and allocation notices.
• Maintain accurate records of finished goods transferred and distributed.
• Monitor and maintain inventory levels of printing materials, supplies and consumables, including paper, ink and other production-related items.
• Track usage, initiate replenishment where required, and maintain an organised inventory system to prevent shortages or excessive stock.
• Ensure that the Section and its employees are adequately equipped and resourced.
• Keep and manage accurate records, registers, statistics and correspondence.
• Use applicable digital systems and software to capture, organise, store, retrieve and report information efficiently.
• Maintain the Section’s filing system, incoming and outgoing correspondence registers, movement registers and signed handover documentation.
• Prepare basic letters, reports and other correspondence, respond to routine enquiries, and submit accurate reports within the prescribed timeframes.
• Manage safety, health, environment, risk and quality within the Section.
• Ensure compliance with the Occupational Health and Safety Act, SHERQ requirements, security controls and all applicable GPW production policies and procedures.
• Ensure that all procedures and systems relating to the handling, movement, storage and protection of high-security printed materials are strictly observed.
• Provide administrative and logistical support to the Section.
• Administer leave, attendance, timesheets, overtime approvals, overtime claims, time corrections and personnel records.
• Maintain accurate leave and attendance registers and ensure that all supporting documentation is completed and submitted within the required timeframes.
• Facilitate the effective management of procurement, equipment, materials and facilities within the Section.
• Supervise and manage employees within the Section.
• Allocate, coordinate and monitor the work of staff and provide functional and technical guidance.
• Conduct performance reviews in accordance with GPW policies, promote teamwork, and apply disciplinary measures in accordance with applicable prescripts and procedures when necessary.
• Assist with the administration and coordination of staff training, coaching and development.
• Participate in the development, review and implementation of relevant policies, procedures and operational systems.
• Research and remain informed of technological developments, digital systems and emerging practices within the printing and distribution environment to support continuous improvement, operational efficiency and the maintenance of high-quality standards.

How to apply

New to the Z83 form? Read the application guide.

Enquiries

Notes from the department

• All attachments for online application must include an application form Z83 and CV only combined, in PDF and as one attachment.
• NB:
• Picture/Snapshot, Zipped, IMG and JPEG documents will not be accepted.
• Indicate the correct job title and the reference number of the post on the subject line of your email.
• Use the correct email address associated with the post.
• Failure to do so, your application will be disqualified.
• Applications quoting the relevant reference number must be submitted on the new form Z83, obtainable from any Public Service Department or on the internet at www.gov.za/documents.
• Received applications using the incorrect application for employment (old Z83) will not be considered.
• Each post(s) advert must be accompanied by its own application form for employment and must be fully completed, initiated and signed by the applicant as instructed below.
• Only shortlisted candidates will be required to submit certified copies of qualifications and other related documents on or before the day of the interview following the communication from Human Resources and such qualification(s) and other related document(s) will be in line with the requirements of the advert.
• The Department does not accept applications via fax.
• Applicants who do not comply with the above-mentioned instructions/ requirements, as well as applications received late will not be considered.
• Failure to submit all the requested documents will result in the application not being considered.
• Correspondence will be limited to shortlisted candidates only.
• The requirements for application of Senior Management Services (SMS) include the successful completion of a SMS Pre- entry programme (Nyukela) as endorsed by the National School Government (NSG).
• Prior to appointment, a candidate should therefore have proof that they have registered for the Pre-Entry Certificate and have completed the course.
• The cost for Nyukela is at the applicants own expense.
• The course is available at the NSG under the name Certificate for entry into SMS and the full details can be obtained by following the below link: https://www.thensg.gov.za/training- course/SMS pre-entry programme.
• All shortlisted candidates, including SMS, shall undertake two pre-entry assessments.
• One must be a practical exercise, and the other must be an Integrity (Ethical Conduct) Assessment.
• Selection panels shall score both technical exercises as an additional criterion in the interview process es, behavioural preferences, emotional intelligence, and integrity.
• All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview.
• Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity.
• If you have not been contacted within eight (8) weeks after the closing date of this advertisement, please accept that your application was unsuccessful.
• Suitable candidates will be subjected to a personnel suitability check (criminal record, citizenship, credit record checks, qualification verification and employment verification).
• Please note by responding to the advertisement, you consent to the collection, processing, and storing of your Personal Information in accordance with the Protection of Personal Information Act (POPIA) Your information will be used solely for the purpose of this process and will not be shared with third parties without prior consent unless required by law.
• The Department reserves the right not to make any appointment(s) to the below advertised post(s).
• The successful candidate will be required to enter into an employment contract and a performance agreement.
• The Department is an equal opportunity affirmative action employer.
• It is the Department’s intention to promote equity (race, gender and disability) through the filling of these posts.