Cluster Secretariat - MPCC (Applicable to internal candidates only) at Mintek

Introduction

• An exciting career opportunity exists at Mintek for a Cluster Secretariat. The Cluster Secretariat will have to Provide secretarial and administrative support to the Cluster. All suitably qualified and experienced candidates are invited to apply.

Job description
KEY PERFORMANCE INDICATORS:
 
Provide a secretarial to the Cluster Managers

• Transcribe into written form minutes during divisional meetings or when requested to
• Maintain absolute confidentiality in respect of all tasks and duties performed when this is required.

Administer Employee Leave & Time Attendance

• Verify and record time attendance from daily sign-in sheets in Excel
• Keep records of Employee Leave Applications and HR Leave Control Sheets
• Perform weekly reconciliation of Logitime records against employee leave records and daily sign-in records
• Monitor employee flexitime balances and notify Management if employees are going into negative time
• Keep record of, and monitor the use and expiry of, “Special Time Off” grants
• Reconcile monthly leave reports from HR with divisional leave records and resolve discrepancies with HR

Maintain Cluster Asset Register

• Keep records of asset location changes, transfers, and scrapping
• Update Excel version of Asset Register
• Physically verify assets at required intervals against Excel and SAP versions of the asset list

 
Expedite Procurement needs of the cluster

• Enter Purchase Requisitions (PR) on SAP in response to requests from staff
• Monitor progress to ensure PR is translated into a PO timeously and keep staff member informed
• Monitor delivery times and ensure purchase is receipted properly
• Communicate with vendor if delays are encountered in issuing PO or observed with delivery
• Monitor levels of stationary and catering stock and place Reservations in SAP to ensure adequate supply is maintained without being wasteful

Generate Works Orders for Maintenance

Make Arrangements for New Staff Members

• Coordinate with Management to ensure office space is available to accommodate new staff members
• Coordinate with IT Services to ensure new staff have computer equipment and accounts ready for their commencement of duty

Meetings and travel arrangements

• Keep records of and ensure trips are approved before financial commitments are made
• Coordinate flight schedules with Mintek Travel Agent and staff member
• Place Travel Orders with Travel Agent
• Remind staff to submit Trip Reconciliations timeously
• Arrange and process freight and couriering on behalf of staff

Minimum requirements
QUALIFICATIONS:

• Matric and National Certificate for Secretaries

JOB KNOWLEDGE AND REQUIREMENTS:

• Three to Five years relevant experience or more
• Excel (Intermediate), Word (Basic), SAP Materials Management
• Strong organization skills
• Business Acumen
• Resourcefulness
• Adaptability
• Interpersonal skills
• Multitasking
• Ability to cope in a stressful and demanding environment