Maintenance and Projects Resource Administrator at Astron Energy (Pty) Ltd.

Job Description

• Reporting to the Maintenance Workflow and Controls Lead, this role Supports Workflow and Controls deliverables by being accountable for key activities in the routine maintenance and project resources space.
• Supports Workflow and Controls deliverables by being accountable for key activities as detailed below:

MyTrack (Refinery wide)

• Responsible for updating the Refinery Track system with contractually agreed skills, labour rates, work schedules and agreements/work orders/projects associated with reimbursable contract labour.
• Sets up the Organisation in myTrack for the duration of the contract (as per agreement in place)
• Creates skills and assigns labour rates.
• Sets up material and equipment.
• Codes (Grouping) resources as per contractor
• Set up material and equipment rates.

Provides Track Administrator support to companies with less than 20 reimbursable resources which includes the following tasks:

• Assigning Agreements and Skills to resources
• Allocating resource clock hours (as per SACO) to applicable work orders/projects
• Approval/rejection of overrides based on supporting documentation and access control system.
• Routing allocations and overrides to relevant Astron manager for approval before processing.
• Storing records related to Allocations and Overrides for audit purposes.
• Generating Track report for company to use as supporting documentation for labour invoicing in Ariba.
• Verify if Purchase Orders are in place and valid.
• Monitor approvers/authorisers and make sure that all approvals are completed on time.
• Provides training and general assistance to the Contractor Track Administrators all companies with more than 20 re-inbursable labour resources on site.
• Reports.  Weekend support required during critical maintenance periods.

Administers the Manpower Plan on site and is responsible for the following tasks:

• Collating manpower forecasts from all Work Areas into Consolidated Manpower Plan
• Supports work area owners to present Manpower Requests to Manpower Steerco for approval and inclusion into Manpower Plan
• Verifying manpower requests information against active badges on Security System (SACO)
• Reporting anomalies between Manpower Plan, Manpower Requests and Active Badges
• Flagging existing users from the system when no longer required

Refinery Access Management

• Submit approved access for activation.
• Facilitates Manpower Steerco meetings twice a week.
• Collates and verifies data for meetings
• Creates slides for Manpower Steerco meetings
• Communicates decisions taken during Steerco meetings e.g. approved manpower additions and revoked access
• Manages and reports 14 & 30 day lookaheads for refinery access (Projects & Maintenance)
• Generates and shares daily early and mid-morning Currently onsite Manpower reports.

SAP Planned Maintenance (PM) administration (Refinery wide)

• SAP PM training for new employees
• SAP PM refresher training when required.
• Winshuttle bulk uploads – Functional Locations, Equipment
• Attaching new Tasklists to Maintenance Plans
• Winshuttle decommissions – Functional Locations, Equipment
• Verify if new Add/Change/Delete forms from Reliability Engineers, Technical Services Department conform to SAP PM standards/requirements.

Minimum requirements : 

• Grade 12 / N3 / NQF Level 4 Qualification plus 10 years’ experience in Refinery or similar industry systems-based data management, reporting and analysis.
• A National Diploma or B.Tech qualification in Data Analysis and/or Project Management will be an added advantage.

Work Experience: 

• Minimum 5 years Data Analysis and Reporting Experience, preferably within a Refinery environment (or similar industry).

Knowledge and skills: 

• Must be proactive in communicating with all customers, peers, stakeholders, and members of other organizations. Communicates in a clear, concise, understandable manner, both orally and in writing. Listens carefully and asks questions. Comfortable and competent in facilitating meetings. Stays accessible and approachable. Maintains professional demeanor in all situations.
• Good planning and organizing skills. Good understanding of Refinery systems, processes, and procedures.
• Capable of handling multiple requests at a time.
• High level computer literacy in Excel and PowerPoint is essential. Refinery systems-based knowledge (TRACK, SAP PM, OERI) would be an advantage.
• Organisation & Prioritization Skills – balancing of issues requiring quick, high-level analysis with those requiring greater depth.  Effectively managing multiple stakeholders.
• Analytical Thinking and Problem Solving with ability to deliver detailed and accurate work product.