To provide overall administrative support on a day-to-day basis and ensure effective administration of training needs. Ensures proper flow of office procedures, and supports the office personnel by carrying out common office duties. Maintains a positive and friendly company image by acting as the first line of contact to visitors, customers both internal and external in person, via online and telephone.
Specific Job Responsibilities:
The specific tasks to be performed by the position holder will include:
- Coordination of personnel site access arrangements.
- INX Intuition System – Booking trainings/inductions, Managing Training Matrix.
- Maintaining employee leave records, Compiling and Loading of Timesheets.
- Upload the working-hours for all employees into the HRIS system.
- Accurate and Timely record keeping of sensitive & confidential personal documents, filing of all service records/reports, departmental policy and procedures related to maintenance systematically and manually.
- Ensure the Office is well equipped, organized and managed at all times.
- Ensuring staff have the appropriate stationary to adequately perform their job.
- Update the team intranet site to reflect latest information & documentation.
- Ensure the notice boards are kept updated, removal of old /outdated communications.
- Managing the Meeting schedule/calendar and functions.
- Generating of Purchase Requisitions and picking slips using Pronto System.
- Coordination of contractors and department staff movement.
- Collection and distribution of internal and external mails.
- Departmental HSE and Risk Management document control.
- Provide an interface for staff related and administrative queries between the department team and; HR, Finance/Payroll and the catering and office cleaning contractors.
- Answers phone calls and transfers them as necessary.
- All other duties as assigned by Supervisor.
Job Specific Competencies:
- Ability to show initiative and have good interpersonal skills.
- Accurate records management.
- Flexibility and willingness to learn and assist employees.
- Must have good communication skills in the English language.
- Must be computer literate.
- Must be familiar with and adhere to safe working practice.
Key Job Attributes:
- Able to handle work with a great sense of professionalism.
- Possesses good organizational skills.
- Good oriented person.
- Maintain a professional approach to duties and responsibilities with the capability of making timely, rational decisions and an ability to meet deadlines.
- Act with honesty and integrity in all areas: maintain confidentiality in dealings with subordinates, clients and customers.
- Demonstrate accuracy, time management and organizational skills.
- Maintain a professional work ethic through effective, honest communication with supervisors, peers, and subordinates.
- Commitment to reach or exceed maintenance, operational and safety goals.
- Work effectively in a team environment, supporting other team members when needed.
- The ability and drive to manage maintenance work group in a technically challenging and geographically remote maintenance environment.
- Sound planning, analytical, and problem solving skills.
- Well-developed interpersonal, written and oral communication skills in English.
- Knowledge and understanding of diverse third world cultures and customs an advantage.
Experience required to perform in this job:
- Must be familiar with best safe working practices.
- Having Pronto Knowledge will be added advantage.
- Prior admin clerk experience will be highly regarded.
- Knowledge of modern office procedures and processes.
- Proficiency in Microsoft office.
- Excellent organisational and communication skills.
- At least 2 years’ experience in the same or similar position (preferably in the mining industry).
- Administrative Skills.
Qualifications:
- Must have Grade 12 Certificate.
- Degree or diploma in Business Administration or a related field.
- Certificate in Microsoft Office applications e.g. Excel, Word & Outlook etc.
- Must have a valid driver’s licence.
