Job Advert Summary
PURPOSE: • To support managers, supervisors and teams with office administrative (and procurement where required) duties. • To render secretarial, document management and control services.
QUALIFICATIONS: • Grade 12/Standard 10 (Essential/Minimum) • Certificate Secretarial (Recommended/Desirable) EXPERIENCE: 2-3 years Sound administration exposure (preferably within an industrial and/or mining environment) Importance :Essential/Minimum Involvement :Operational REQUIREMENTS: • English (Essential/Minimum) • Certificate of Fitness (Essential/Minimum) • Psychometric Assessment (Essential/Minimum) • Competence: MS Office Relevant Package (Essential/Minimum)
Duties & Responsibilities
The incumbent will inter alia be responsible for the following: Administration and Support Services • Arrange and coordinate all functions and events in relevant department, as required • Maintain departmental training and continuous professional development list/s • Assist with the preparation of the functional management reporting • Provide support to functional team to enable them to focus on core outputs • Co-ordinate meeting processes (organise facilities, assist in setting the agenda, take and distribute minutes and action list) and assist the team in the preparation for presentations where required • Assist team with travel arrangements • Maintain a list of all the relevant functional deadlines of deliverables and ensure all documentation is submitted on time Compliance, Governance and Assurance • Ensure compliance to applicable processes, procedures and applicable statutory laws and regulations • Conduct regular audits • Report deviations to supervisors and record, coordinate and resolve remedial decisions • Governance: Ensure the function adheres to governance, policies, standards, statutory and legal compliance. Ensure a culture of discipline Database Management • Capture and release requisitions and service entries in SAP • Create requisitions for accommodation, travel, meals, visas and permits on receipt of invoices and forward to accounts payable for payment • Perform regular audits on management information • Maintain library database for reports including month reports etc. Document Control • Coordinate, control and distribute office administration and documentation • Capture, update and standardise data input and maintain administration and process life cycle data onto various systems • File and scan documentation • Manage an archive system • Update and maintain a data library/indexing system • Maintain confidentiality around documents at all times Financial Support Services • Assist with the cost centre financial performance analysis (budget and cost centres actively managed to ensure no errors and no overspend) • Assist with the preparation of departmental budget and forecasts with the assistance of a senior member of the team • Perform monthly telephone and other cost analysis as required by the team • Through ongoing monitoring of budget and actual spend against cost centres, advice management when departmental costs are exceeding budget Functional Excellence • Adhere to functional policies, standards, guidelines, procedures, end- to-end processes, tools, templates etc. • Assist in standardising, simplifying and speeding-up of functional processes and eliminate duplication and bureaucracy • Apply functional best practices and promote sharing of best practices and knowledge • Assist in the execution of functional excellence initiatives Internal Business Processes • Maintain meeting rooms and relevant facilities • Order and maintain stationary and refreshments • Compile quotations on request (approval by management) • Control cleaning services • Management the switchboard • Manage supplier invoices to ensure prompt and accurate payment • Assist the team with the procure-to-pay process (e.g. purchase requisitions promptly created and followed up, Good Receipt Vouchers (GRV’s)/services entries done, invoice payments tracked and managed, non-adherence to procure-to-pay process escalated) People Management • Performance management: Adhere to performance management procedures • Culture/functional climate: Uphold the culture and values within the function. Foster effective teamwork and unity Safe and Healthy Work Environment • Maintain and ensure a healthy environment and safe operations practices • Ensure compliance with all applicable Safety Health and Environmental (SHE) policies and procedures in line with set standards • Encourage a culture that focuses on safety in all operations Team Communication • Communication with team members on deadlines and deliverables (to be timeous and in a format, that will assist the team members to respond accordingly) • Communicate with colleagues on latest developments that might impact the team • Communicate with the team on celebrations (birthdays, holidays and theme days) managed centrally Behavioural Alignment Demonstrates the following: • Creativity, collaboration, sociable and awareness to the ecosystem • Stewardship, accountability, ability to develop trust, safety conscious and ethical • Ability to respond quickly to business needs/agility, flexibility, continuous learning, innovation and proven ability to experiment on creative business solutions • Ability to be inclusive, eagerness for multiple skills, embraces multiple cultures, accepts different approaches and be human-centric/empathetic • Results oriented, quality driven, excellence, entrepreneurial abilities, efficient and effective The appointment will be made in accordance with Exxaro’s Employment Equity policy. If you have not been contacted within 28 days of the closing date of this advertisement, please accept that your application was unsuccessful.