Key Performance Areas

Messenger Services

Collect correspondence from respective government institution, verify against the list before collection and acknowledge the receipt.
Deliver packages or messages on time.
Handle packages and documents with care.
Drive delivery truck to the destination.
Reconcile packages at recipient's location.
Maintain communication with destination and point of departure.
Obtain receipts or signatures for deliveries and documentation.
Maintain records of daily visits in the logbook.
Sort deliverable items in accordance to delivery route in order to ensure maximum efficiency.
Confirm deliveries by checking into the office after each delivery.
Deliver the documents to Document Services for them to distribute in line with the SOP.
Plan efficient routes prior to setting out on a delivery mission.

Administration

Monitor and make sure that requests for copying or binding are executed efficiently and timeously.
Monitor the availability of messenger services for delivery of items to financial institutions, Government departments, clients, etc. at all times.
Ensure that archiving of scanned files and documents is done in accordance with the National Archives Act as well the RAF's RM strategies and objectives.
Sort documents according to documents class and insert.
Forward the transfer (Metro-file) and requests for inactive records to the Records Manager.
Prepare and capture records to be transferred to the offsite storage, forward to Records Management and maintain a log of records sent off-site storage.
Receive records file index spread sheet and keep track of all the updates for records stored off-site.
Maintain an inventory of the department's records, showing each record series title, file plan reference number, and retention period as listed on the Records Retention Schedule (RRS).
Complete the final disposition log/ register that have been destroyed.
Monitor that the postal service facility in the branch is operating effectively at all times.
Efficient and timely document binding service.

Transportation and Operation

Load and unload organization's merchandize.
Transport products, materials, and staff securely to areas where they are needed.
Recognize electrical and mechanical faults and report to Facilities Manager.

Vehicle, Machinery & Equipment Maintenance

Perform daily pre trip and post trip vehicle inspection to ensure safety standards are adhered to.
Ensure that the copying and binding machines are maintained in working order.

Reporting

Report vehicle, machinery and equipment defects, accidents, traffic violations, damage to the vehicles or loss of equipment.
Ensure vehicle is always in good condition.
Provide logbooks in line with the Fleet Management Policy.
Reporting of unexpected delays.
Report on the maintenance of the franking machine in terms of technical maintenance and the loading of money.
Report on major equipment faults requiring service provider attention immediately to supervisor.

Process incoming / outgoing mail and mail batching

Receive, register and stamp incoming and outgoing correspondence.
Separate incoming documents and faxes and sort according to destination.
Ensure files, correspondence and all other documentation is filed according to established policy and procedure.
Prepare outgoing mail for posting, bulk mailing and bulk distributions.
Record details of all registered mail and Docex Tracker mail.
Declare monies received and capture in register.
Prepare Check addresses and ensure Docex is sent to Docex, Normal and Registered mail to the Post Office.

Qualifications

Experience

Behavioural Competencies

Technical Competencies

Ability to assess condition / road worthiness of motor vehicle to ensure safety of self and passengers.
Knowledge of principles and methods of moving people and goods or equipment
Communication.

Driver/messenger

Key skills