Assistant: Business Support (Durban Regional Office)

About the job: 

The CSIR has a vacancy for  Assistant: Business Support (Durban Regional Office)  in the  Facilities Management and Security Services Unit . The incumbent will assist the Site Support Manager to provide a reliable, professional business support service to the site. The Business Support Assistant will assist by providing an effective and efficient service that covers Registry, Document Production; Meeting/Board Room Management, Waste Management, Environmental, Health, Safety and Security Support, Cleaning, Fleet Custodian and Messenger/Driver support.  This position is based in the Durban Regional Office .

This position reports to the  Manager: Site Support

Key responsibilities:

Registry / Mail Services

• Handle incoming and outgoing mail (e.g., Sort incoming mail from post office, prepare
• Outgoing mail, frank correct postage and pack parcels).
• Record mail in appropriate files for charging other departments and update records.
• Maintain records of materials filed or removed from registry.
• Administer and safe handling of registered mail.
• Administer franking postage machine.
• Package and distribution of parcels to various destinations.
• Create new records as required or add new materials to existing records.
• Retrieval of records on time in response to requests from authorised users.
• Control access to archived materials or records.
• Maintain registry consumables.
• Prepare monthly Registry / mail services report.

Document Production and Print Support

• Assist various departments with document production of reports e.g. photocopying & binding
• Troubleshoot basic technical problems, e.g. printer jams, system crashes, and take corrective action.
• Timeously log calls to report problems with the printers and fax machines.
• Interact with customers to understand their customer needs.
• Ensure availability of sufficient inventory of toners and papers to ensure continuous service.
• Ensure safe and environmentally friendly disposal of empty cartridges through registered service provider and obtain safe disposal certificates / waste manifests.
• Compile monthly report and prepare charges on document production statistics.

Boardroom support

• Set up and test equipment daily according to client requirements and adhere to set standards.
• Coordinate and monitor bookings for VC sessions by conducting weekly checks with other CSIR sites.
• Provide technical assistance by liaising with ICT Services in Pretoria.
• Assist external clients with Boardroom / videoconference bookings and set up.
• Ensure continuous improvement of facility.
• Maintain meeting/board room/s equipment.
• Put out tables and chairs for meetings & workshops.

Fleet Custodian

• Ensure designated / assigned vehicles are managed efficiently.
• Carry out vehicle inspections on designated vehicles to ensure cleanliness.
• Arrange for washing of vehicles as and when needed.
• As directed by the Site Support Manager (SSM), be responsible for the maintenance of designated vehicles and inform SSM when repair / services need to be carried out.
• Report faults/ damages to the Site Support Manager to arrange repairs.
• Take care of all essential vehicle auxiliary documents such as petrol card etc.
• Prepare monthly fleet report.
• Capture monthly vehicle usage entries into PeopleSoft Carlog system for cost recovery. 

Waste Management

• Ensure all waste is managed and disposed of safely.
• Identify opportunities to reduce and recycle waste on site.
• Report any unhealthy / foul smells resulting from waste to the Site Support Manager.
• Gather data on waste for reporting purposes.
• Perform weekly campus housekeeping inspections and action accordingly.
• Prepare monthly waste report.

EHS / Security

• Perform duties as SHE Representative for Facilities Management.
• Report unsafe acts and conditions to the Site Support Manager.
• Attend monthly SHE Meetings.
• Issue and control security access cards and ensure users are billed accordingly.
• Ensure security logs are maintained by security.
• Ensure all security related equipment is operational and where required calls are logged

Messenger/Driver Support

• Collect, pickup, deliver and distribute mail, documents and other materials as required.
• Ensure proper control over documents and effective record keeping.
• Collect invoices to ensure that finance process payment on time.
• Handle packages and documents with care especially those marked fragile.
• Drive staff or delegates of the CSIR to appointments from/ to various locations and functions during working days and after hours when necessary.
• Adhere to the rules of the road to minimise accidents, traffic fine and uphold the CSIR image.
• Ensure safety of road users by being alert and taking safety precautions to avoid accidents (harm, fatalities, legal actions, costs etc.).
• Project a positive image for the CSIR both internally and externally when on duty by maintaining professional conduct.
• Accurate Logging of trips.
• Receive monthly trip authorisation to collect statements as per request from Finance to reconcile financial books.
• Ensure that the delivery is done in a timely manner.
• Adhere to privacy.
• Maintain communication with destination and point of departure.
• Prepare monthly driving support report.

Qualifications, skills and experience:

Grade 12

• Managing registry service
• Document Production and Printing
• Boardroom support
• Fleet Management
• Waste Management
• SHE / Security
• Messenger/Driver Support
• Driver's licence
• Knowledge and competence in providing business support services covering Registry, Document Production; Boardroom / Seminar Room Management, Waste Management, Environmental, Health, Safety and Security Support, Cleaning, Fleet Management and Messenger/Driver Support.
• Familiar with Occupational Health and Safety Act as it relates to SHE Representative duties
• Basic IT skills to support Boardroom support in terms of VC
• Basic word-processing skills as it relates to Excel
• Good organisational skills
• Attention to detail
• All international qualifications require an evaluation report / certificate issued by the South African Qualifications Authority (SAQA).
• A minimum of 3 years' experience in Facilities Support Services, with a solid track record in the following areas:

What's in it for you? 

The CSIR offers:

• Learning and development opportunities.
• Competitive and market-related remuneration packages.
• Total guaranteed salary packages which encompass contributions to the pension fund, risk insurance and medical scheme.
• We openly acknowledge and reward our employees' contributions and accomplishments through our esteemed CSIR Excellence Awards.                                                             

Closing date: 11 September 2026