Junior Admin Assistant - Vhembe Milling, Mokopane at VKB Group

Job Description


To provide administrative, financial, and operational support to the depot by managing documentation, coordinating stock‑related records, performing accurate data capturing, and ensuring proper financial controls through daily and monthly bank reconciliations.
The role is responsible for supporting depot operations, ensuring financial accuracy, and maintaining compliance with company procedures and audit requirements.


Requirements

Qualifications:


Grade 12 (Matric) essential.
Certificate or Diploma in Administration or related field will be advantageous.
Valid Driver's License-Code 8


Prior Experience:


1-3 years administrative experience in a warehouse, depot, logistics, or manufacturing environment.
Experience with stock control and ERPs (NAV, Sage, or similar) is an advantage.
Knowledge of basic food safety and hygiene practices.


Skills:


Proficient in MS Office: Excel, Word, Outlook.
Knowledge of warehouse processes and stock documentation.
Strong data entry accuracy, numeracy and typing skills.
Ability to use scanners or handheld devices (advantageous).
Strong organizational and time-management skills.
Excellent communication and interpersonal skills.


Duties and responsibilities

General Depot Administration



Maintain and update NTK records, PODs and deliveries.
Create POs, and Receive stock on behalf of depots
Ensure all depot documents are uploaded correctly and timeously on NAV.
Assist in coordinating Accommodation Bookings for Vhembe Visits.
Manage stationery.


Stock & Inventory Support



Invoicing NTKs.
Capture stock movements (receiving, returns) into the system.
Check accuracy of picking slips, delivery notes, and stock transfer documents before receiving.
Update Credit notes for Both Depots and NTKs
Constant communication with Suppliers


Financial Administration & Bank Reconciliations


Check Monthly stock movements on Item Valuations
Update Daily Recon During Storage Maize Season
Investigate and resolve differences, or unexplained transactions and Credit Notes.
Maintain proper audit trails and ensure all financial documentation is complete and accurate.
Assist Finance with month end closure, Invoice, credit notes updates, and reporting.


System & Data Management


Report weekly on the outstanding System Orders
Maintain updated depot records in Excel for Stock returns
Run daily system reports and verify data accuracy.
Assist with month-end stock reconciliations and system balancing.


Compliance, Food Safety & Quality


Ensure documentation meets internal audit, food safety (HACCP, GMP), and traceability standards.
Support internal and external audit preparations by providing accurate records.
Follow depot SOPs for stock handling, hygiene, and document control.
Report non-conformances, damages, and safety incidents immediately.


Communication & Customer Service


Serve as the communication link between depot staff, drivers, production, procurement, and finance.
Assist customers, suppliers, and transporters with administrative queries.
Communicate delays, shortages, or issues promptly and professionally.


General & Ad-hoc Responsibilities


Comply with the VKB Cell Phone Procedure while on company premises
Perform any other duties requested by the Depot Supervisor / Warehouse Manager /Business Unit Manager. (or whoever is standing in for the above).
Comply with all Health & Safety and Food Safety laws, standards, and internal company procedures to ensure a safe and compliant working environment.


Closing Date 31 July 2026