Job Purpose

​​​​​To provide general administrative and customer services to facilitate the achievement of efficiency and effectiveness in customer service delivery and records management by ensuring the efficient and effective operation of the Service Centre or Sections.

Principal Accountabilities/Responsibilities

Core Accountabilities and Responsibilities

 Organises and directs activities of messengers and cleaners where required.

Advises Customers on procedures of obtaining connections in areas where there are no Customer Service Officers.

Compiles information and updates maintenance, operations, projects on customer connection and planning databases to ensure availability of information.

Receives customer applications, estimates and works advices and updates the relevant databases to facilitate the tracking of customer connection process.

Receives works advices for disconnection and reconnection of customers and allocates to relevant Sections.

Receives and logs faults reports from customers and relays them to field operators for action and resolution.

Compiles and processes invoices from service providers (Consultants, Contractors, Utilities, Fuel suppliers etc) to facilitate payments.

Compiles and consolidates Transmission and Distribution staff monthly claims and time sheets for approval.

Carries out operator maintenance checks on all the office equipment and organises for maintenance, repairs and maintains adequate stock of consumables.

Liaises with stakeholders to ensure quick and efficient service to resolve customer queries and complaints and escalate where necessary.

Maintains inventory and issues material such as maintenance spares and stationery.

 

POSITION TITLE: DISTRIBUTION OFFICE ASSISTANT                              JD: DS 36

Carries out clerical duties and making travel arrangements.

Accepts and schedules bookings for customer installation inspections.

Registers installed meters.

Maintains records in accordance with indexing and referencing procedures to ensure easy retrieval and security of documents.

UNDERTAKES SUCH OTHER RELATED DUTIES AS DIRECTED BY THE SUPERVISOR

Organises and directs activities of messengers and cleaners where required.

Advises Customers on procedures of obtaining connections in areas where there are no Customer Service Officers.

Compiles information and updates maintenance, operations, projects on customer connection and planning databases to ensure availability of information.

Receives customer applications, estimates and works advices and updates the relevant databases to facilitate the tracking of customer connection process.

Receives works advices for disconnection and reconnection of customers and allocates to relevant Sections.

Receives and logs faults reports from customers and relays them to field operators for action and resolution.

Compiles and processes invoices from service providers (Consultants, Contractors, Utilities, Fuel suppliers etc) to facilitate payments.

Compiles and consolidates Transmission and Distribution staff monthly claims and time sheets for approval.

Carries out operator maintenance checks on all the office equipment and organises for maintenance, repairs and maintains adequate stock of consumables.

Liaises with stakeholders to ensure quick and efficient service to resolve customer queries and complaints and escalate where necessary.

Maintains inventory and issues material such as maintenance spares and stationery.​

Carries out clerical duties and making travel arrangements.

Accepts and schedules bookings for customer installation inspections.

Registers installed meters.

Maintains records in accordance with indexing and referencing procedures to ensure easy retrieval and security of documents.

Undertakes such other related duties as directed by the supervisor.

Qualifications

Recognised Certificate in Office Administration/Records Management or equivalent

Experience

Direct​

Competencies

Customer focus
General conduct
Cooperation and compliance with instructions
Procedural awareness and understanding
Communication Skills

​

Job Challenges

​Meeting customer expectations

 

 

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https://insurance.jobsbotswana.info/679QN