Admin Assistant at Exxaro Resources

Job Advert Summary    
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)   

REQUIREMENTS: 

• Psychometric Assessment (Essential/Minimum) (To be conducted by Exxaro)
• Certificate of Fitness (Essential/Minimum) (To be conducted by Exxaro)
• English (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 are 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 stationery 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

Closing Date: 10th, March 2022