Administrative And Logistic Assistant at Minopex

Qualification Requirements

• Grade 12
• A Secretarial competence certificate is advantageous

Experience and Skills Requirements

• 5 years+ of experience in secretarial or office administration, preferably in the mining or process plant   sectors
• At least 2 years of experience in managing embassy relations, visa applications, and understanding international regulations
• 2 years of experience in travel management, adept at arranging complex travel plans
• Proficient in the Microsoft Office suite
• Excellent communication skills
• Ability to work effectively under pressure and available after hours in case of travel emergencies
• Strong ethical standards and work integrity
• Exceptional time management abilities
• Ability to multitask
• Meticulous attention to detail in all documentation
• Cost awareness and control, with a knack for optimizing resources
• Must have own reliable means of transport

Duties and Responsibilities Functional Role:

Travel Management:

• Plan and book all travel aspects for employees, including flights, accommodations, and ground transportation
• Manage travel itineraries, adapt to last-minute changes, and ensure compliance with budget and policy requirements
• Handle the acquisition of necessary documentation for Visa/Work Permits and attestation
• Coordinate with the Office Manager for necessary documentation and assist with emergency travel adjustments
• Maintain a thorough understanding of, and ensure compliance with, the organisation's travel policies
• Process travel-related expenses, track reimbursements, and monitor expenditures against budget constraints

Administrative Support:

• Execute a variety of administrative tasks, such as managing calendars, scheduling meetings, handling communications, and maintaining files and records

Liaison and Communication:

• Serve as the primary contact for travel vendors, employees, and stakeholders. This includes negotiating with vendors, solving travel-related issues, and providing advice and assistance

Event Planning and Coordination:

• Assist in organizing events, including travel and accommodation arrangements for attendees, venue booking, and logistics coordination

Documentation and Record Keeping:

• Maintain detailed records of travel arrangements, bookings, and administrative tasks

Problem Solving:

• Tackle and resolve any arising issues or emergencies related to travel or administrative duties