SENIOR ADMINISTRATION CLERK: CONTRACT ADMINISTRATION (X1 POST)

This position is for a Senior Administration Clerk specialising in contract administration, based in Bloemfontein within the Free State Provincial Department of Social Development. The role sits within the department’s administrative support structure and focuses on the financial and clerical management of lease agreements and rental income. The successful candidate will be responsible for ensuring that the department’s debtors records are accurate, that monthly rental invoices are issued correctly, and that payments received are properly reconciled and allocated. This is a key support function that helps maintain the integrity of the department’s financial administration and ensures compliance with approved debt management policies.

To be considered for this role, applicants must have a National Senior Certificate or equivalent qualification at NQF Level 4. Practical knowledge of the PASTEL accounting system and the BAS financial system is essential, as these are the primary tools used in the daily duties. Strong computer literacy is also required, specifically the ability to work confidently with Microsoft Word, Excel, and PowerPoint. In addition, a valid driver’s licence is required, as the role may involve travel or the need to attend to matters off-site.

The core duties of the post are varied but centre on rental invoicing and debtors management. The incumbent will render general clerical support, monitor and reconcile the debtors register against PASTEL, and capture monthly rental invoices on the system in line with signed lease agreements. A weekly BAS report must be requested to confirm payments received, and cash receipts must then be allocated on the PASTEL system as reflected in that report. The role also involves compiling reconciliations between PASTEL and BAS based on payments received, following up on outstanding debt in accordance with the approved Debtors Management and Write Off of Debt Policy, and liaising with the relevant salary sections to ensure that PERSAL deductions are correctly implemented in line with signed stop orders. This requires attention to detail, a methodical approach, and the ability to work with sensitive financial information.

Applicants should note that the department uses an e-Recruitment system, and the online profile serves as the equivalent of the newly approved Z83 application form. It is the applicant’s responsibility to ensure that their profile is fully completed, and a curriculum vitae must be uploaded in PDF format. Copies of qualifications, identity documents, and driver’s licences must be uploaded at the time of application, but certification is only required if shortlisted for an interview. Foreign qualifications must be evaluated by the South African Qualifications Authority. Shortlisted candidates will be subjected to personnel suitability checks, including criminal record, citizenship, financial asset, qualification verification, and reference checks. The department is an equal opportunity affirmative action employer, and appointments will be made in line with its Employment Equity Plan, with specific attention to promoting representativity in terms of race, gender, and disability. The department also complies with the Protection of Personal Information Act. Candidates who do not receive notification within four months of the closing date should assume that their application was unsuccessful.