Administration Clerk – Namib Mills

Job Description

Primary Purpose of the Position

Responsible for the execution of administrative functions with the department.

Key Responsibilities

• 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.
• 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.
• 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.

Requirements

• Grade 12 (NQF4) with 3 years’ experience in Administration.
• 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.

How to Apply

To apply, please visit: namib-mills.simplify.hr

Closing Date: 2026-09-17