Administrative Assistant at Astron Energy (Pty) Ltd.

• Reporting to the Reliability & Maintenance (R&M) Manager who is on the Refinery Leadership Team, provides comprehensive administrative technical support to the Refinery R&M Leadership team.
• Provides comprehensive administrative technical support to the Refinery R&M Leadership team
• Supports improvement of information processing and reporting services
• Supports management of R&M Manager’s calendar
• Arranges access for and meets guests
• Makes travel arrangements for the R&M Manager.
• Prepares slide decks for meetings, classes, conferences, etc. for the R&M Manager.
• Assists R&M Manager with Travel and Entertainment claims and queries (T Card)
• Assist R&M Leads with tracking of strategic action items
• Management of office stationery supplies and office equipment
• Administers overtime, standby & KM travel claims for R&M and team according to the overtime rules.
• Incumbent will provide R&M Manager with reconciled report on status of department overtime and claims, ensuring that claims are consistent with attendance register
• Will be responsible for processing via the appropriate systems. Will provide the Supervisory staff with guidance and clarity on administration of the overtime rules
• Assists with creating purchase requisitions in Ariba for material orders and service orders. Creates service sheets in Ariba on behalf of vendors, only if approved by Procurement Commercial Manager. Advises R&M Ariba users on resolving payment queries or escalates to Procurement Helpdesk if required.
• Assists with Department purchases via Procurement Card and ensures compliance rules are adhered to in this regard. Guides Department TCard holders on adhering to compliance rules.
• Facilitates submission of monthly performance statistics for R&M department and supports the development of performance tracking metrics and KPI's. Produces ad hoc statistics and information as required. Participates with team members in achieving the departments vision, mission and objectives in line with the Refinery's business goals
• Has knowledge of available resources and information, ability to quickly gather and communicate information; ability to remember and document information
• Maintains up to date records of all R&M staff, including contact details and broader whereabouts
• Works with the R&M supervisors in the distribution of the correct PPE for new recruits, in-service trainees and employees
• Manages the department's website, coordinates the populating and updating of the website. Supports R&M team in ensuring CDMS documentation is updated
• Performs developmental function to support during turnarounds
• Perform basic notifications and material reservations on SAP Systm
• Holding building owners accountable for seating arrangements and general hygiene and condition
• Facilitates R&M Performance Management sessions twice a year
• Facilitates quarterly townhalls and prepares presentation decks
• Supports manpower process

Professional Qualification and Certifications:

• Minimum Matric / NQF 4 plus proven experience in similar role.
• Preferred qualification: N.Dip (NQF 5) or other appropriate tertiary certificate, Degree or equivalent.

Knowledge and skills:

• Proficiency in MS Office Software applications
• Strong Planning and Organizing Skills
• Good interpersonal skills and can work with people from different backgrounds and cultures.
• Learning & adaptability

Advantageous qualities:

• Key interest in the role, and keen to learn and grow with vision to develop self for the next/desired opportunity
• Genuine desire to help others and create solutions to achieve common goals in accordance with Department priorities

Application deadline:

• 30 August 2025