Junior Admin Assistant - Vhembe Milling, Mokopane

Introduction

VKB Milling (Pty) Ltd is one of four subsidiaries of VKB Agri Processors (Pty) Ltd, the agri-processing division of the VKB Group. The VKB Group is a significant role player in the agricultural industry in South Africa and strives, through best practices, continuous improvement and world-class operations, to add meaningful value to the industry.

VKB Milling (Pty) Ltd operates white maize mills in Mokopane and Louis Trichardt in Limpopo, and Mashishing in Mpumalanga, as well as a wheat mill and bakery in Frankfort in the Free State.

The company offers employees the opportunity to utilise and develop their skills and knowledge in a challenging and rewarding work environment.

Job Description

To provide administrative, financial, and operational support to the depot by managing documentation, coordinating stock‑related records, performing accurate data capturing, and ensuring proper financial controls through daily and monthly bank reconciliations. The role is responsible for supporting depot operations, ensuring financial accuracy, and maintaining compliance with company procedures and audit requirements.

Requirements

Qualifications:

• Grade 12 (Matric) essential.
• Certificate or Diploma in Administration or related field will be advantageous.
• Valid Driver’s License-Code 8

Prior Experience:

• 1-3 years administrative experience in a warehouse, depot, logistics, or manufacturing environment.
• Experience with stock control and ERPs (NAV, Sage, or similar) is an advantage.
• Knowledge of basic food safety and hygiene practices.

Skills:

• Proficient in MS Office: Excel, Word, Outlook.
• Knowledge of warehouse processes and stock documentation.
• Strong data entry accuracy, numeracy and typing skills.
• Ability to use scanners or handheld devices (advantageous).
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.

Duties and responsibilities

1.General Depot Administration

• Maintain and update NTK records, PODs and deliveries.
• Create POs, and Receive stock on behalf of depots
• Ensure all depot documents are uploaded correctly and timeously on NAV.
• Assist in coordinating Accommodation Bookings for Vhembe Visits.
• Manage stationery.

2.Stock & Inventory Support

• Invoicing NTKs.
• Capture stock movements (receiving, returns) into the system.
• Check accuracy of picking slips, delivery notes, and stock transfer documents before receiving.
• Update Credit notes for Both Depots and NTKs
• Constant communication with Suppliers

3.Financial Administration & Bank Reconciliations

• Check Monthly stock movements on Item Valuations
• Update Daily Recon During Storage Maize Season
• Investigate and resolve differences, or unexplained transactions and Credit Notes.
• Maintain proper audit trails and ensure all financial documentation is complete and accurate.
• Assist Finance with month end closure, Invoice, credit notes updates, and reporting.

4.System & Data Management

• Report weekly on the outstanding System Orders
• Maintain updated depot records in Excel for Stock returns
• Run daily system reports and verify data accuracy.
• Assist with month-end stock reconciliations and system balancing.

5.Compliance, Food Safety & Quality

• Ensure documentation meets internal audit, food safety (HACCP, GMP), and traceability standards.
• Support internal and external audit preparations by providing accurate records.
• Follow depot SOPs for stock handling, hygiene, and document control.
• Report non-conformances, damages, and safety incidents immediately.

6.Communication & Customer Service

• Serve as the communication link between depot staff, drivers, production, procurement, and finance.
• Assist customers, suppliers, and transporters with administrative queries.
• Communicate delays, shortages, or issues promptly and professionally.

7.General & Ad-hoc Responsibilities

• Comply with the VKB Cell Phone Procedure while on company premises
• Perform any other duties requested by the Depot Supervisor / Warehouse Manager /Business Unit Manager. (or whoever is standing in for the above).
• Comply with all Health & Safety and Food Safety laws, standards, and internal company procedures to ensure a safe and compliant working environment.

OTHER INFORMATION

• The company can expire jobs at any time at their own discretion.
• VKB Group and/or its subsidiary companies will use any personal data collected through the job opportunities section of this website for recruitment purposes only and, should your application be successful, for purposes connected with your employment.
• VKB Group is an equal opportunity employer. VKB Group’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process aligned to VKB Group’s Employment Equity & Transformation Strategy. VKB Group actively supports the recruitment of People with Disabilities
• Things to take note of when applying through our Career Portal.
• Use Google Chrome when accessing the portal
• Clear copy of your CV in either PDF or Word
• The CV should not have handwriting on the document
• NB! Only Submit your CV on the Upload CV section of the application form and not a PDF that includes other documents such as ID, Driver’s License and other documents. The application form will make provision for the candidate to upload supporting documents.
• When uploading profile picture, make sure the minimum size uploaded is 300 x 300px