Admin Assistant - Belfast at Exxaro Resources

PURPOSE:

• To support managers, supervisors and teams with office administration (and procurement where required) duties.
• To render secretarial, document management and control services.
• 
  Minimum Requirements

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) (Essential/Minimum) Operational

REQUIREMENTS:    

• Psychometric Assessment (Essential/Minimum)   
• Certificate of Fitness (Essential/Minimum)   
• English (Essential/Minimum)   
• Competence: MS Office Relevant Package (Essential/Minimum)

Duties & Responsibilities
Administration and Support Services    

• Arrange and coordinate all functions and events in relevant department, as requiredMaintain departmental training and continuous professional development list/sAssist with the preparation of the functional management reportingProvide support to functional team to enable them to focus on core outputsCo-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 requiredAssist team with travel arrangementsMaintain a list of all the relevant functional deadlines of deliverables and ensure all documentation are submitted on time

Compliance, Governance and Assurance    

• Ensure compliance to applicable processes, procedures and applicable statutory laws and regulationsConduct regular auditsReport deviations to supervisors and record, coordinate and resolve remedial decisionsGovernance: 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 SAPCreate requisitions for accommodation, travel, meals, visas and permits on receipt of invoices and forward to accounts payable for paymentPerform regular audits on management informationMaintain library database for reports including month reports etc.

Document Control    

• Coordinate, control and distribute office administration and documentationCapture, update and standardise data input and maintain administration and process life cycle data onto various systemsFile and scan documentationManage an archive systemUpdate and maintain a data library/indexing systemMaintain 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 teamPerform monthly telephone and other cost analysis as required by the teamThrough 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 bureaucracyApply functional best practices and promote sharing of best practices and knowledgeAssist in the execution of functional excellence initiatives

Internal Business Processes    

• Maintain meeting rooms and relevant facilitiesOrder and maintain stationery and refreshmentsCompile quotations on request (approval by management)Control cleaning servicesManagement the switchboardManage supplier invoices to ensure prompt and accurate paymentAssist 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 proceduresCulture/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 practicesEnsure compliance with all applicable Safety Health and Environmental (SHE) policies and procedures in line with set standardsEncourage 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 teamCommunicate with the team on celebrations (birthdays, holidays and theme days) managed centrally

Behavioural Alignment    

• Demonstrates the following:Creativity, collaboration, sociable and awareness to the ecosystemStewardship, accountability, ability to develop trust, safety conscious and ethicalAbility to respond quickly to business needs/agility, flexibility, continuous learning, innovation and proven ability to experiment on creative business solutionsAbility to be inclusive, eagerness for multiple skills, embraces multiple cultures, accepts different approaches and be human-centric/empatheticResults oriented, quality driven, excellence, entrepreneurial abilities, efficient and effective