Job Description

SGS is the world’s leading Testing, Inspection and Certification company. We operate a network of over 2,500 laboratories and business facilities across 115 countries, supported by a team of 99,500 dedicated professionals. With over 145 years of service excellence, we combine the precision and accuracy that define Swiss companies to help organizations achieve the highest standards of quality, compliance, and sustainability.

PRIMARY RESPONSIBILITIES

To assist the Admin Supervisor by effectively overseeing the Administrative functions of the division.

SPECIFIC RESPONSIBILITIES

Compliance & Employee Administration

• Monitor and track laboratory personnel induction and periodic medical schedules.
• Ensure all medical examinations and inductions are scheduled and completed before due dates.
• Coordinate entry and exit medical examinations.
• Obtain and provide exit medical certificates to the Laboratory Manager.
• Assist with onboarding and administrative setup of new employees.
• Capture and maintain accurate leave records.
• Prepare and submit overtime and shift allowance claims for Laboratory Manager approval.

Operational & Inventory Management

• Ensure adequate laboratory stock levels to support uninterrupted operations.
• Obtain supplier quotations and raise purchase requisitions as required.
• Maintain an up-to-date inventory.
• Conduct weekly stock-taking and inventory control.
• Prepare and submit monthly inventory reports to the Finance Department.
• Assist with preparation and setup of boardroom facilities for meetings.

Financial Administration

• Prepare monthly Pro Forma Invoices (PFIs) and tax invoices.
• Distribute PFIs and invoices to clients.
• Follow up on client Purchase Orders (POs).
• Monitor client payments and coordinate allocations.
• Compile and maintain debtors’ aging reports.
• Support the Laboratory Manager with financial tracking and reporting requirements.

General duties

• Perform general Laboratory duties as required and within qualifications
• Maintain a clean working environment
• Complies with health and safety regulations.
• Keep relevant communications confidential
• Complies and conforms to the laboratory quality management system (ISO17025 and SANAS)
• Adhere to all quality and safety requirements of the SGS management system.
• Perform any other reasonable tasks as assigned by direct line manager.

COMPLIANCE & AUTHORITY

• Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without the necessary knowledge and protection, and take action to address the hazard.
• Cease to carry on with work that may affect the quality (integrity) of services and take action to address the issue.
• Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified.

Qualifications

Education

• Senior certificate (Matric).
• Diploma or Certificate in Business Administration, Finance, or related field advantageous

Experience

• 2–3 years’ administrative experience (laboratory or technical environment preferred)
• Strong proficiency in MS Office (Excel, Word, Outlook)
• Experience with invoicing and inventory systems
• Experience with CCLAS Laboratory Information Management system (LIMS) advantageous
• Good understanding of financial processes and stock control

REQUIRED SKILLS

• Strong organizational and time management skills
• Attention to detail and accuracy
• Ability to manage multiple priorities
• Good communication and interpersonal skills
• Confidentiality and professional integrity
• Problem-solving ability

Additional Information

All your information will be kept confidential according to EEO guidelines.