Team Assistant at Sasol

Purpose of Job

• Provide administrative and secretarial services to ensure effective and efficient operations within the Sasol Assurance Services (SAS) function by assuming responsibility for general department management. Provide high level support services that impact the effectiveness of the global SAS team including the Chief Assurance Officer and Senior Managers/Departmental Heads within SAS.

Key Accountabilities

• Manage day to day operational and administrative duties to provide support to the Assurance Services team including office administration.
• Facilitate the workflow of Chief Assurance Officer and Senior Managers/Departmental Heads within SAS by managing their diaries.
• Arrange meetings, prepare agendas, and keep complete and accurate minutes. Pro-actively collate and manage meeting packs and submissions to Executive Vice Presidents and other meetings and committees. Assist with the compilation and preparation of Assurance Services submissions, including the SAS Exco pack. Ensure documents for upcoming meetings are received well in time.
• Convert management reports to PDF, where required.
• Ensure all documentation distributed have a professional appearance, are free of review notes, mark-ups, spelling errors and comply with all format and branding requirements.
• Produce departmental correspondence and documents and maintain presentations, records, spreadsheets and databases.
• Using a variety of software packages/systems, such as SAP, Microsoft Word, Outlook, PowerPoint, PowerBI, Excel (advanced Excel preferred as well as knowledge of VBA) and serve as a departmental resource for Word processing, PowerPoint, Excel and SharePoint.
• Manage the departmental travel and accommodation (local and abroad).
• Arrange both in-house and external events such as conferences, meetings and SAS Engagements.
• Log IT and operational problems and requests on behalf of the team and ensure that they are resolved.
• Develop and carry out an efficient documentation and filing system in order to maintain accurate storage and distribution of departmental records and files.
• Complete forms in accordance with company procedures.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Maintain schedule and arrangements for activities such as purchase, receipt, dispatch, and delivery of goods and services.
• Load purchase requisitions, request for quotations, invoices and notifications on SAP and follow-up on payments. Prepare claims and sundry payments under correct General Ledger cost code, submit for payment, and follow up on payment.
• Maintain, administrate, and report on the Assurance Services timesheets, auditing and reporting systems and supporting SQL databases on PowerBI.

Formal Education

• High School / School Diploma or similar

Working Experience

• Experience: 3+ relevant years