PURPOSE:
- To support managers, supervisors and teams with office administration (and procurement where required) duties.
- To render secretarial, document management and control services.
Minimum Requirements
QUALIFICATIONS:
- Grade 12/Standard 10 (Essential/Minimum)
- Certificate Secretarial (Recommended/Desirable)
EXPERIENCE:
- 2-3 years Sound administration exposure (preferably within an industrial and/or mining environment) (Essential/Minimum) Operational
REQUIREMENTS:
- Psychometric Assessment (Essential/Minimum)
- Certificate of Fitness (Essential/Minimum)
- English (Essential/Minimum)
- Competence: MS Office Relevant Package (Essential/Minimum)
Duties & Responsibilities
Administration and Support Services
- Arrange and coordinate all functions and events in relevant department, as requiredMaintain departmental training and continuous professional development list/sAssist with the preparation of the functional management reportingProvide support to functional team to enable them to focus on core outputsCo-ordinate meeting processes (organise facilities, assist in setting the agenda, take and distribute minutes and action list) and assist the team in the preparation for presentations where requiredAssist team with travel arrangementsMaintain a list of all the relevant functional deadlines of deliverables and ensure all documentation are submitted on time
Compliance, Governance and Assurance
- Ensure compliance to applicable processes, procedures and applicable statutory laws and regulationsConduct regular auditsReport deviations to supervisors and record, coordinate and resolve remedial decisionsGovernance: Ensure the function adheres to governance, policies, standards, statutory and legal compliance. Ensure a culture of discipline
Database Management
- Capture and release requisitions and service entries in SAPCreate requisitions for accommodation, travel, meals, visas and permits on receipt of invoices and forward to accounts payable for paymentPerform regular audits on management informationMaintain library database for reports including month reports etc.
Document Control
- Coordinate, control and distribute office administration and documentationCapture, update and standardise data input and maintain administration and process life cycle data onto various systemsFile and scan documentationManage an archive systemUpdate and maintain a data library/indexing systemMaintain confidentiality around documents at all times
Financial Support Services
- Assist with the cost centre financial performance analysis (budget and cost centres actively managed to ensure no errors and no overspend)Assist with the preparation of departmental budget and forecasts with the assistance of a senior member of the teamPerform monthly telephone and other cost analysis as required by the teamThrough ongoing monitoring of budget and actual spend against cost centres, advice management when departmental costs are exceeding budget
Functional Excellence
- Adhere to functional policies, standards, guidelines, procedures, end to end processes, tools, templates etc.Assist in standardising, simplifying and speeding-up of functional processes and eliminate duplication and bureaucracyApply functional best practices and promote sharing of best practices and knowledgeAssist in the execution of functional excellence initiatives
Internal Business Processes
- Maintain meeting rooms and relevant facilitiesOrder and maintain stationery and refreshmentsCompile quotations on request (approval by management)Control cleaning servicesManagement the switchboardManage supplier invoices to ensure prompt and accurate paymentAssist the team with the procure-to-pay process (e.g. purchase requisitions promptly created and followed up, Good Receipt Vouchers (GRV’s)/services entries done, invoice payments tracked and managed, non-adherence to procure-to-pay process escalated)
People Management
- Performance management: Adhere to performance management proceduresCulture/functional climate: Uphold the culture and values within the function. Foster effective teamwork and unity
Safe and Healthy Work Environment
- Maintain and ensure a healthy environment and safe operations practicesEnsure compliance with all applicable Safety Health and Environmental (SHE) policies and procedures in line with set standardsEncourage a culture that focuses on safety in all operations
Team Communication
- Communication with team members on deadlines and deliverables (to be timeous and in a format, that will assist the team members to respond accordingly)Communicate with colleagues on latest developments that might impact the teamCommunicate with the team on celebrations (birthdays, holidays and theme days) managed centrally
Behavioural Alignment
- Demonstrates the following:Creativity, collaboration, sociable and awareness to the ecosystemStewardship, accountability, ability to develop trust, safety conscious and ethicalAbility to respond quickly to business needs/agility, flexibility, continuous learning, innovation and proven ability to experiment on creative business solutionsAbility to be inclusive, eagerness for multiple skills, embraces multiple cultures, accepts different approaches and be human-centric/empatheticResults oriented, quality driven, excellence, entrepreneurial abilities, efficient and effective
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PURPOSE:
- To contribute to the overall effectiveness of one or more employees and provide support to team members by handling various tasks, ensuring that day-to-day operations run smoothly and that administrative processes are efficient.
- To handle routine administrative tasks and processes, such as managing calendars, scheduling meetings, preparing documents, and handling correspondence.
- To play a key role in facilitating communication within the team and between team members and other departments.
- To assist in organising events, managing project timelines, and helping team members meet deadlines.
- To maintain accurate and organised records, ensuring that information is accessible when needed; this may include data capture, data analysis, managing databases, tracking expenses, and preparing reports.
- To plan and organise logistics related to meetings, events, and travel; this may include scheduling, booking accommodations, and coordinating transportation for the team.
- To act as a point of contact for team members, providing assistance and support as needed; this could involve helping new team members with onboarding or assisting existing members with inquiries and requests.
- To handle unexpected challenges and resolve problems on behalf of the team; this may involve finding solutions to logistical issues, addressing administrative problems, or coordinating with other departments to resolve issues promptly.
- To contribute to fostering a positive team culture by organising team- building activities, social events, and maintaining a positive and inclusive work environment that strengthens team morale and collaboration.
- MAJOR CHALLENGES:
- Balancing workload and prioritising multiple tasks and competing demands.
- Adapting to changes in schedules, tasks, or projects requires flexibility and the ability to manage unexpected situations effectively.
- Maintaining a high level of discretion and confidentiality.
- Navigating office dynamics and maintaining a positive team culture.
- The specific duties of a Team Assistant may vary depending on the needs of the team or department.
Minimum Requirements
QUALIFICATIONS:
- Grade 12/Standard 10 English (Essential/Minimum and)
- N Cert: Secretary Office Administration (Essential/Minimum)
- Diploma Office Administration (Recommended/Desirable)
EXPERIENCE:
- 2-3 years Proven experience in a secretarial or administrative role.
- Strong organisational, multitasking, and time-management skills.
- Excellent interpersonal and communication skills.
- Proficient in Microsoft Office Suite and other relevant software.
- Passionate about motivating and guiding a team.
- Attention to detail, critical thinking, and problem-solving skills.
- Ability to work independently and in a team environment. (Essential/Minimum) Operational
REQUIREMENTS:
- Psychometric Assessment (Essential/Minimum)
- Certificate of Fitness (Essential/Minimum)
Duties & Responsibilities
Administrative and Support Services
- Provide comprehensive administrative and support services to line manager and other team members within the department on a daily basis.
- •Handle email and correspondence and ensure effective communication within the office.
- Manage and organise schedules, appointments, and meetings for line manager and team members.
- Prepare and distribute agendas, take meeting minutes, and follow up on action items.
- Assist in managing email correspondence and communications, resolving issues where possible and acting as a gatekeeper when necessary.
Budget Management
- Assist in monitoring and managing the team's budget, including tracking expenses, processing invoices, and reporting to the appropriate stakeholders.
Communication and Cross Functional Coordination
- Act as a point of contact for internal and external stakeholders, fostering effective communication and collaboration.
- Collaborate with other teams to support cross-functional projects and initiatives.
Compliance, Governance and Assurance
- Comply with applicable processes, procedures, statutory laws and Regulations.
- Ensure document control systems/database processes/procedure are in accordance with procedural standards and regulatory reporting requirements.
- Ensure level of authorisations are applied within applicable processes.
Data and Document Management
- Maintain and organise important documents, presentations, and reports in both physical and digital formats.
- Implement document version control and ensure the security and confidentiality of sensitive information.
- Support the development, implementation and change management requirements for new information management systems and processes within the team.
Event Planning and Coordination
- Plan and coordinate team meetings, workshops, special events and roadshows, including logistics, catering, and necessary materials.
- Collaborate with other departments to execute team events.
Facilities and Office Management
- Oversee office space organisation and maintenance, ensuring a clean and productive workspace.
- Manage office supplies and equipment, coordinating with vendors for replenishment and maintenance.
- Handle incoming and outgoing mail, packages, and deliveries as needed.
Safe and Healthy Work Environment
- Maintain and ensure a healthy environment, safe operations practices, ensuring compliance with all applicable Safety Health and Environmental (SHE) policies/procedures in line with set standards
- Encourage a culture that focuses on safety in all operations
Stakeholder and Client Relationship Management
- Maintain relationships with both internal and external customers to promote team, department and overall company image.
- Interface with clients and attend to customer requests or complaints, conduct regular follow-ups to ensure problems have been resolved.
- Assist with arranging client visits.
Travel and Accommodation Arrangements
- Coordinate travel arrangements, including booking flights, accommodations, and transportation for team members.
- Ensure travel itineraries and schedules are organised and communicated effectively.
- Compile documents for travel-related meetings.
- Accompany line and team managers when requested.
Behavioural Alignment
Demonstrates the following:
- Creativity, collaboration, sociable and awareness to the ecosystem
- Stewardship, accountability, ability to develop trust, safety conscious and ethical
- Ability to respond quickly to business needs/agility, flexibility, continuous learning, innovation and proven ability to experiment on creative business solutions
- Ability to be inclusive, eagerness for multiple skills, embraces multiple cultures, accepts different approaches and be human-centric/empathetic
- Results oriented, quality driven, excellence, entrepreneurial abilities, efficient and effective
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PURPOSE:
- To manage both cost and financial management issues.
- To maintain Financial Accounting processes and Fixed Asset registers for the Business Unit.
Minimum Requirements
QUALIFICATIONS:
- N Dip: Accounting (Essential/Minimum)
- BCom Accounting (Recommended/Desirable)
- Certificate First Line Management (Recommended/Desirable)
EXPERIENCE:
- 3-5 years Relevant Accounting, Finance or related experience (Essential/Minimum) Operational
REQUIREMENTS:
- Psychometric Assessment (Essential/Minimum)
- Certificate of Fitness (Essential/Minimum)
- Competence: SAP Position Specific Module (Essential/Minimum)
- Competence: MS Office Relevant Package (Essential/Minimum)
Duties & Responsibilities
Accounting Services
- Sets up the control budget in the financial management system and then manages accounts against budget
- Forms part of the approval chain for the cost management change notices, Purchase Requisitions, and variation orders
- Responsible for capturing SAP PR's and expediting of orders
- Assumes responsibility for Goods Received Voucher (GRV)'ing of all items in SAP
- Prepares accounts for project, processes invoices, prepares payments to contractors, and manages the project payroll
- Reconciles all transactions across both the cost and financial management systems every month-end to ensure alignment
- Produces cash flow forecasts, attends monthly controls review meetings held with the management team
- General office administration
- Execute responsibilities in a manner that is in accordance to set guidelines and standards
- Provide consultation consistent with customer agreements
- Identify performance improvement opportunities associated with area of responsibility
- Ensure customers within the Company are satisfied with the delivery of services
Compliance, Governance and Assurance
- Executes and implements responsibilities in adherence to legislative and corporate governance principles
- Make informed decisions and recommendations regarding existing policies
- Manage the risk and consequences of non-compliance
- Ensure all information and reporting has integrity and is in strict compliance with proper accounting principles and the law
- Ensure policies and procedures are in alignment with government legislation and charters (e.g. Mining Charter, Broad Based Black Economic Empowerment (BBBEE), etc.)
- Manage International Financial Reporting Standards (IFRS) compliance, including special projects and provide updates to the finance team
- Keep up to date regarding changes in legislation and accounting standard.
Customer, Stakeholder and Client Relationship Management
- Manage internal and external relations, including the interface with service providers and applicable Business Units (BU’s), as well as other functions responsible to ensure that the business needs are met and employees are satisfied
- Ensure quality service delivery
Functional Excellence
- Adhere to functional policies, standards, guidelines, procedures, end- to-end processes, tools, templates etc.
- Assist in standardising, simplifying and speeding-up functional processes, eliminating duplication/bureaucracy
- Apply functional best practices, promote sharing of best practices/knowledge
- Assist in the execution of functional excellence initiatives
Functional Management
- Governance: Ensure function adheres to Group governance, policies and standards, statutory and legal compliance. Entrench a culture of discipline
- Ensure alignment between budget, cost and demand
People Management
- Performance management: Adhere to performance management procedures
- Culture/functional climate: Uphold the Company culture and values within the function. Foster effective teamwork and unity
- Promote an inclusive environment which maximizes the contributions of all individuals
- Articulate, adopt, embrace and live the Group values
- Foster an environment that focuses on process execution excellence, high performance and continuous improvement
- Perform fair and reasonable tasks related to the job and working environment, at the discretion of the Manager (direct superior)
Safe and Healthy Work Environment
- Maintain and ensure a healthy environment, safe operations practices, ensuring compliance with all applicable Safety Health and Environmental (SHE) policies procedures in line with set standards
- Encourage a culture that focuses on safety in all operations
Behavioural Alignment
Demonstrates the following:
- Creativity, collaboration, sociable and awareness to the ecosystem
- Stewardship, accountability, ability to develop trust, safety conscious and ethical
- Ability to respond quickly to business needs/agility, flexibility, continuous learning, innovation and proven ability to experiment on creative business solutions
- Ability to be inclusive, eagerness for multiple skills, embraces multiple cultures, accepts different approaches and be human-centric/empathetic
- Results oriented, quality driven, excellence, entrepreneurial abilities, efficient and effective
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