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.
• Sonitor 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 log books 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 and Experience

• Matric or Grade 12 certificate
• A valid code 10 (EC1/EC) driver’s license.
• Professional Driver’s Permit.
• At least 1 year’ experience in a driving/messenger services environment.