Current Jobs Available at Omnia (Pty) LTD

Qualifications

• Grade 12

Experience

• 3 year demonstrated experience a supervisor/manager
• 3 years demonstrated supervisory experience within the finance and administration fields

Duties

Enabled Resources for Optimal Delivery 

• Develop a team structure that guarantees optimal service delivery
• Manage the administration team’s activities by scheduling work assignments, setting priorities, and directing the work of subordinate employees to improve transaction throughput
• Developed skillsets and high-performance employees through mentoring, technical and business training, and challenging assignments that build confidence and demonstrate the team's ability to make significant contributions to the business. 

Implemented and improved processes/systems 

• Implement simplified core processes to improve transaction throughput
• Identify administration processes bottlenecks and introduce improved/streamlined workflow processes
• Work with business solutions team to ensure systems integration and ensure the embedding of digital technology where applicable 

Managed process/systems compliance 

• Develop measurement criteria to ensure that the administration teams comply with the defined processes and systems and continuously monitor their compliance
• Manage quality control processes related to master data, ensure compliance with relevant policies and procedures, and the quality an accuracy thereof. 

Reliable Information 

• Develop standard weekly/monthly/annual management reports to enable business decision making and customise these whenever requested by management.
• Develop exception reports to highlight data inconsistencies and implement relevant corrective measures

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Qualifications

• Grade 12

Experience

• 3 years relevant demonstrated experience in general administration
• 2 years’ demonstrated experience in AX administration

Advantageous Requirements:

• 1 year demonstrated Isometrics demonstrated experience
• 1 year demonstrated SHERQ administration

Duties

Accurate, real-time captured stock movement

• Timeously process related transactions with a high level of accuracy on AX/QAD or other
• Order Expediting and Distribution
• Generate and/or Print System Delivery Notes before consignments are dispatched
• Assist stock controller with variance fault finding

Procurement compliant with company policies

• Request quotes where applicable
• Process requisitions and purchase orders on relevant systems
• Process (logistics) purchase agreements and load information
• Follow-up on delivery of products ordered
• Generate and expedite purchase orders, including PPE, consumables, packaging material, seals, stationery, ad hoc repair and maintenance
  to fleet and facilities

Consolidated, accurate and verified information

• Reconcile and process overtime and applicable payroll information on relevant systems
• Update asset records on relevant systems, including fleet and asset register
• Recon site petty cash records and create summary reports
• Coordinate application process for transport permits

Accurate filing and document control

• E-filing on SharePoint or physical document filing as required to ensure compliance
• Reconcile and file customer signed Delivery Notes

Scheduled training

• Schedule related training as required, including medicals and induction.
• Keep training records up to date and assist with making these available during auditing

Captured verified SHERQ information and compliance (where applicable)

• Record relevant incident and resource utilization information on SHERQ system
• Prepare monthly SHERQ summary report and submit to Safety Officer
• Maintain contractors pack to ensure standard SHE due diligence
• Maintain on-site safety files in accordance with Occupational health and Safety Policy

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Qualifications

• Grade 12

Advantageous Requirements 

Qualification / Profressional Membership

• 1 year demonstrated Isometrics demonstrated experience
• 1 year demonstrated SHERQ administration

Experience

• 3 years relevant demonstrated experience in general administration
• 2 years’ demonstrated experience in AX administration

Duties

Accurate, real-time captured stock movement

• Timeously process related transactions with a high level of accuracy on AX/QAD or other
• Order Expediting and Distribution
•  Generate and/or Print System Delivery Notes before consignments are dispatched
•  Assist stock controller with variance fault finding

Procurement compliant with company policies

• Request quotes where applicable
• Process requisitions and purchase orders on relevant systems
• Process (logistics) purchase agreements and load information
• Follow-up on delivery of products ordered
• Generate and expedite purchase orders, including PPE, consumables, packaging material, seals, stationery, ad hoc repair and maintenance to fleet and facilities

Consolidated, accurate and verified information

•  Reconcile and process overtime and applicable payroll information on relevant systems
•  Update asset records on relevant systems, including fleet and asset register
•  Recon site petty cash records and create summary reports
•  Coordinate application process for transport permits
• Accurate filing and document control
•  E-filing on SharePoint or physical document filing as required to ensure compliance
•  Reconcile and file customer signed Delivery Notes

Scheduled training

•  Schedule related training as required, including medicals and induction.
•  Keep training records up to date and assist with making these available during auditing

Captured verified SHERQ information and compliance (where applicable)

•  Record relevant incident and resource utilization information on SHERQ system
•  Prepare monthly SHERQ summary report and submit to Safety Officer
•  Maintain contractors pack to ensure standard SHE due diligence
•  Maintain on-site safety files in accordance with Occupational health and Safety Policy

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Qualifications

• Matric / Grade 12 
• Related Tertiary Qualification
• Studying towards CIS would be beneficial

Experience

• At least 2 years’ experience as Junior Assistant Company Secretary
• Basic knowledge of Companies Act, King IV
• Intermediate experience in MS Office Suite particularly Excel, Word, PowerPoint

Duties

Support Operational Committees :

• Operational Rhythm: Update the operational committees calendar based on the Group's operating rhythm
• Advance Planning: Schedule meetings in the cosec calendar

Meeting Management, Support, and Minute Taking:

• Scheduling: Arrange meetings, confirm attendance, and ensure a quorum.
• Logistical and Administrative Support: Provide logistical, administrative, and secretarial support to internal operational committee meetings. Record attendance, note apologies, capture and prepare minutes and matters arising within 10 working days.
• Follow-Up: Ensure action items and decisions are documented and followed up on.
• Record Keeping: Maintain records

Board Support: 

• Backup Support: Provide backup support to the Group Executive Assistant regarding the logistics for the Group board and subcommittees
• Invoice Processing: Process departmental invoices in accordance with standard financial operating procedures (SOPs).
• Drafting of Procedures: Prepare procedures to incorporate into the Co Sec Manual

Statutory and Regulatory liaison, preparation and filing with authorities:

• Maintenance and Filing of Documents: Maintain and file all company secretarial, related legal, regulatory, and compliance documents digitally and in hard copy.
• Digitisation of Documents: Facilitate the digitization of all outstanding company secretarial and related statutory and legal documents.
• Preparation of Statutory Application Forms and Submissions: Prepare all company secretarial statutory and regulatory compliance application forms for CIPC lodgement, as well as supporting resolutions and annual general meeting documents, including registrations and deregistration’s. Liaise with external statutory teams in various countries to facilitate these processes. Prepare and ensure the execution of AGM processes for all subsidiary companies. Prepare all statutory and regulatory compliance resolutions
• Update Secretarial Repository: Update GreatSoft and maintain the statutory registers and records.
• CIPC Administration: Monitor statutory returns in line with regulatory requirements and ensure the timely filing of annual returns and other statutory documents. Arrange for the conversion of annual returns into XBRL format for online submission. File to CIPC. Lodge all changes, i.e., directors, auditors, and company secretaries, as well as amendments to memorandums of incorporation, etc.
• Day-to-Day Administrative Tasks: Attend to day-to-day administrative tasks

Confidentiality and Professionalism:

• Maintain Confidentiality: Keep all sensitive information discussed in meetings confidential and all documents which you have access to
• Liaise with the Assistant Company Secretary prior to the distribution of all documents
• Professional Conduct: Uphold high standards of professionalism in all interactions and documentation