Personal Assistant - Commercial at Anglo American

Job Description:

• As Personal Assistantyou will provide services as required and your responsibilities will include but not limited to:

Health and Safety Practices

• Adhere to all health and safety practices and requirements.
• Promote good housekeeping to ensure compliance and an environment where team members can deliver their outputs within a controlled risk environment.
• Active participation in SLAMs, HPHs, relevant Risk Assessments and close-out of all Safety Actions.
• Performance and Delivery

Logistics Management:

• Arrange travel, visas, and accommodation for the Commercial department by consulting with travel agents and relevant parties.
• Organize and coordinate all visits of consultants and other providers for the department according to procedures.
• Compile, coordinate, and monitor the departmental calendars.
• Book meeting rooms, catering, and equipment.

General Office Administration:

• Perform effective and efficient general office administration, such as diary management and order processing, thus contributing to achieving the team objectives.
• Order stationery and other consumables for the Department.
• Take minutes for HOD meetings.
• Assist team members with time-related activities.
• Responsible for all ad-hoc administrative activities.

Financial Management:

• Process Requisitions & SAP orders.
• Reconcile general and travel expenses in line with company policy.
• Log invoices received and submitted to accounts for payment.
• Perform expense reconciliation and invoice administration.

Document Control:

• Process all documentation according to company policies and procedures and document control principles within specified time frames to ensure compliance.
• File all documents following document control requirements to ensure compliance and ease of retrieval for future reference.
• Distribute relevant documents (memos, DMR reports, legislative information, etc.) to appropriate internal and external stakeholders.
• Perform a background search for documents necessary for ad hoc and formal inquiries (WIs, one-pagers, memos, etc.) and present them to the Supply Chain management team.

Monthly Reporting:

• Compile various monthly reports to provide feedback to relevant stakeholders (where applicable).
• This role is in the Commercial (CML) NC Hub at a Band 9 level reporting to the Manager Commercial.

Qualifications:

• Grade 12/ N3
• Secretarial/Administrative Qualification on NQF4
• SA Drivers Licence Code B

Experience

• Minimum of 3-5 years of relevant experience in a secretarial or administrative role, ideally within a corporate setting.
• Strong proficiency in MS Office, SAP, and Excel.
• In-depth understanding of organisational tools and techniques, ensuring the maintenance of efficient workflows.
• Familiarity with data analysis and prioritisation, enabling informed decision-making based on relevant metrics.
• Insight into professional service and client support, with a comprehensive grasp of client needs and expectations.
• Proven experience in collaborative team environments, emphasising knowledge sharing and cross-functional support.