Clerical and Depot Administration Role in the Petroleum Division

Unitrans is seeking to appoint an Administration Officer I within the Petroleum division for its Clairwood Admin contract in Durban, KwaZulu-Natal. This is a permanent position suited to a detail-oriented and proactive administrative professional who can perform a variety of clerical duties under general supervision.

The Administration Officer I performs structured administrative functions including compiling and arranging data, making standard computations, licensing administration, receptionist duties, petty cash handling, managing depot fleet fines, processing documents, maintaining records, and filing. While routines are generally prescribed, the role requires reliability, attention to detail, and the ability to work efficiently under pressure.

This opportunity is ideal for an individual with up to three years of experience in a similar role who possesses strong organisational and communication skills.

About the Role

The Administration Officer I supports daily depot operations by ensuring that administrative systems, records, and communications are managed accurately and efficiently.

The role includes boardroom coordination, switchboard management, fleet fine administration, payroll input submissions, document processing, and record maintenance. The incumbent must demonstrate strong administrative capability, computer literacy with MS Office (particularly Excel), and the ability to manage multiple tasks simultaneously.

This position requires someone who is dependable, willing to learn, proactive, innovative, and capable of maintaining professionalism in a fast-paced operational environment.

Boardroom and Office Administration

The Administration Officer I is responsible for managing the boardroom calendar and preparing the boardroom for meetings and audits.

Arranging lunches and refreshments for meetings and audits forms part of the daily administrative duties.

Incoming calls must be answered and transferred to relevant staff or managers efficiently. Switchboard or telephone faults must be reported and followed up, and the internal extension list must be updated weekly.

Daily courier mail must be sent and received, ensuring accurate tracking and distribution.

The role also includes managing office cleaners, ordering monthly groceries and water, and maintaining adequate office stock levels with proper distribution as required.

Cash and Financial Administration

The Administration Officer manages the petty cash float and performs weekly cash reconciliations.

Monthly reconciling and submission of overtime and weekend allowances to payroll must be completed accurately and on time.

Weekly input for wages processing must be compiled.

BVO Night Out claims must be captured weekly and submitted per contract to payroll.

Accuracy and attention to detail are critical when performing financial administration duties.

Fleet and Licensing Administration

The Administration Officer sends out weekly COF reminders and updates license renewal notifications via email.

All license disks must be received and distributed to the respective contract Supervisors or Fleet Controllers.

Monthly fine reports must be pulled, and fine statuses updated on the Trafico system.

Speeding fines must be submitted to Contract Managers or Supervisors.

Fine requests must be submitted into the Trafico system and monitored accordingly.

Maintaining accurate fleet and fine records is essential to ensure compliance and operational efficiency.

Record Management and Data Processing

Filing must be completed daily in order number sequence to ensure records are properly maintained.

Files must be updated and maintained consistently to ensure document accuracy and accessibility.

The role includes general data capturing and minute taking when required.

Daily hours worked must be compiled and recorded accurately.

Strong organisational skills and structured filing practices are required to maintain administrative efficiency.

Reception and Customer Interaction

The Administration Officer performs receptionist and telephone duties professionally.

Good customer relations must be ensured during daily interactions with staff, managers, and external stakeholders.

Staff queries must be addressed or escalated appropriately to ensure smooth operations.

Clear and effective communication is essential to maintain professionalism and service standards.

Minimum Requirements

Grade 12 / Matric / NQF Level 4 is required.

Advanced Certificate / NQF Level 5 is required.

Up to 3 years of experience in a similar administrative role is required.

Computer literacy with MS Office, including good Excel skills, is required.

Strong administrative skills are essential.

Excellent communication skills are required.

Candidate must be reliable and dependable.

Must be willing to learn, proactive, and innovative.

Ability to work under pressure is required.

Strong attention to detail is essential.

Core Competencies

Strong organisational and clerical skills.

Accuracy in data capturing and reconciliation.

Ability to manage multiple tasks and deadlines.

Professional communication skills.

Proactive problem-solving approach.

Commitment to compliance and record integrity.

Ability to work independently under general supervision.

Employment Details

Position: Administration Officer I
Reference Number: UNI260216-3
Business Unit / Division: Petroleum
Contract: Clairwood Admin
Location: Durban, Clairwood, KwaZulu-Natal, South Africa
Employment Type: Permanent – Normal
Minimum Education Level: Higher Certificate
Closing Date: 24 February 2026

Apply for Administration Officer I – Unitrans

Candidates who meet the above requirements and have relevant administrative experience are encouraged to submit their applications before the closing date.

👉 Submit your application for Administration Officer I

Applications close on 24 February 2026.

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