We are a Supply Chain and Sales & Merchandising partner adding value to your business through a fully integrated, temperature-controlled network in Southern Africa.

But we are also more than that. We are people serving people. While we boast the best in tech and infrastructure, our people are our greatest resource. With our skilled, curious, can-do people at the forefront, our assets become your assets, our service your solutions.

Vector’s vehicle fleet includes a food industry first in ‘multi-temperature’ vehicles enabling the company to service business across frozen, chilled and ambient temperature zones on a single delivery.

Job Purpose

Responsible
for the effective administration, maintenance, and governance of the BestTime
workforce management system. The role ensures that user access is
appropriately managed, system data integrity is maintained, and management
reporting is accurate, timely, and aligned with business requirements. The
incumbent serves as the primary point of contact for BestTime administration,
user support, and system-related controls.
Administration within the warehouse departments.

Key Responsibilities

User Administration & Access Management

• Create, modify, and
  deactivate BestTime user profiles in accordance with approved authorization
  requests
• Assign user roles,
  permissions, and access rights based on job responsibilities and segregation of
  duties principles
• Ensure appropriate
  access levels are maintained and reviewed regularly
• Conduct periodic user access audits and remove unauthorized or inactive users.
• Support employee onboarding, transfers, promotions, and exits by updating system access accordingly.
• Maintain accurate records of all system access changes and approvals.

System Management & Governance

• Maintain the overall
  integrity and accuracy of user information within BestTime
• Configure and
  maintain organisational structures, reporting lines, departments, cost centres,
  and locations where applicable
• Ensure adherence to company policies, procedures, and system governance standards.
• Identify and escalate system-related risks, discrepancies, or control weaknesses.
• Assist with system
  testing and validation during upgrades, enhancements, or process changes

Reporting & Data Analysis

• Generate standard and
  ad hoc BestTime reports for management, HR, Payroll, and operational
  stakeholders
• Produce reports on
  attendance, absenteeism, overtime, scheduling, leave, and workforce utilization
• Validate report
  accuracy and investigate discrepancies before distribution
• Develop recurring
  reporting schedules and dashboards to support decision-making
• Analyse workforce
  data and provide insights and trends where required
• Ensure confidential handling of employee data and compliance with data privacy requirements.
  

User Support & Training

• Serve as the
  first-line support contact for BestTime system queries and troubleshooting
• Assist users with
  login issues, access problems, and basic system navigation
• Provide guidance and training to managers and employees on system functionality and processes.
• Develop and maintain user guides, standard operating procedures, and training materials.
• Liaise with IT teams
  and system vendors to resolve escalated technical issues.

Compliance & Audit
Support

• Ensure compliance with internal controls, audit requirements, and company policies.
• Maintain documentation supporting user access approvals and system changes.
• Support internal and external audits by providing required reports and evidence.
• Monitor system usage and identify potential compliance risks or irregular activity.
  

KPIs

• User profiles created and maintained within agreed service levels.
  
• Accuracy of user access assignments.
• Timely completion of
  access reviews and audits
• Accuracy and
  timeliness of management reports
• Resolution time for
  system-related user queries
• Compliance with audit
  and governance requirements
• Data integrity and
  reporting accuracy levels
• Stakeholder
  satisfaction with system support and administration

Ahoc

• Administration within the warehouse departments where required

Key Relationship

Internal

• HR
• Line Managers & Supervisors
• Payroll
• IT
• Executive Management
• Operations Teams
• Internal Audit

External

• BesTime System Vendor
• External Consultants
• External Auditors
• Support Partners

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• Grade 12 / Matric.
• Diploma or Degree in Human Resources, Information Systems, Business Administration, or related field.
• Experience working
  with workforce management, time and attendance, or HR systems
• Minimum 3-5 years'
  experience in system administration, HR administration, workforce management,
  or a related role
• Experience managing
  user access and permissions
• Experience generating
  and analysing operational reports
• Experience supporting
  multiple stakeholders across the business
  
  

Skills and Competencies

Knowledge

• Workforce management and time & attendance processes.
• User access
  management and system controls
• HR and payroll processes.
• Data privacy and confidentiality requirements.
• Reporting and
  analytical techniques
• Internal control and audit requirements.

Technical Knowledge

• System Administration
• Access Management
• Data Analysis
• Reporting and Dashboard Management
• Microsoft Excel
• Data Integrity Management
  
  

Skills

• Verbal and written
  communication
• Computer literacy (SAP MM and BW and MS Office and especially proficiency in Excel).
• Report writing
• Interpersonal.
• Logical thinking
• Analytical thinking
• Presentation.
• Numeracy.
• Organisational
  awareness

Attributes

• Attention to Detail
• Analytical Thinking
• Problem Solving
• Accountability
• Customer Service Orientation
• Planning and Organising
• Communication Skills
• Confidentiality and Integrity
• Stakeholder Management
  Creative
• Proactive
• Attention to detail.
• Deadline driven
• Able to interact at
  all levels of the organisation
• Able to plan ahead
  and manage time
• Able to prioritise
• Able to create a
  positive team environment

Vector Logistics supports the principles of Employment
Equity and is committed to building a diverse and inclusive workplace.
Preference will be given to candidates from designated groups in line with our
Employment Equity Plan.

If you have not heard from us within 3 to 4 weeks after
submitting your application, please consider your application unsuccessful on
this occasion. We truly appreciate your interest in joining the Vector team and
encourage you to stay connected for future opportunities that may align with
your skills and career journey.

We look forward to hearing from you!