New Jobs at Mine Health and Safety Council (MHSC)

To be considered for this role you must have:

To be considered for this role you must have (Minimum Education):

• Matric Certificate
• At least a Secretarial Certificate

Min Experience: At least 3 years’ experience in secretariat services including minute taking and organizational skills.

Key performance areas

The successful candidate will be responsible for, but not limited to the following:

• Set up Agenda for meetings
• Prepare meeting documentation for all scheduled meetings and take minutes
• Send out notice of meetings in advance and maintain the annual meeting schedule of all MHSC Committees meetings to ensure there is no double booking of members.
• Communicate with the Centre of Excellence Manager and Specialists and the Chairperson on the development of the agenda for the meetings.
• Assist in development of circulars and upon receipt from the Centre of Excellence Manager and Specialists, further compile meeting documentation for all scheduled meetings for distribution to members.
• Assist in development of circulars and upon receipt from the Centre of Excellence Manager and Specialists, further compile meeting documentation for all scheduled meetings for distribution to members.
• Ensure circulars for the meetings are correctly numbered and distributed 7 days before the meeting, wherever possible by electronic means.
• Ensure all logistical arrangements for the meeting, such as travel arrangements for committee members, catering and refreshments, and projector if needed are taken care of before the meeting.
• Where applicable, arrangements may extend to travel and accommodation co-ordination for committee members to attend MHSC related events such as workshops.
• Take accurate minutes of the proceedings at all SIMRAC, PDTC, and other SIMRAC Technical Committees, subcommittees or task teams meetings or at other meetings as can be reasonably requested by the Centre of Excellence Manager and Specialists and develop clear action items or matters arising for distribution to members within 14 working days after the meeting.
• Safe keeping of signed minutes both in hardcopy and electronic format.
• Co-ordinate the arrangements of events including workshops of SIMRAC and its Technical Committees, subcommittees or task teams.
• Provide administration support for ad-hoc meetings and to the Centre of Excellence Manager and Specialists when requested.
• Circulate reports and documentation to Committee members as and when required

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Minimum requirements

• A secretarial diploma, equivalent qualification, or higher qualification
• Ms Office suit Training
• A minimum of 5 years’ experience as a personal assistant
• Excellent computer skills and experience in PowerPoint presentation is a must
• Experience of working within a result focused environment
• Excellent communication and writing skills
• Proven ability to work under pressure
• Flexible and mature approach
• Able to work unsupervised

Key performance areas

The successful candidate will be responsible for, but not limited to the following:

• Management of the diary and appointments of the CEO
• Help the CEO manage output, workflow and office deadlines.
• Take and relay accurate and timely messages from the telephone and emails.
• Answer enquiries and know where to get answers (where applicable).
• Collect and open all mails addressed to the CEO.
• Take minutes of meetings, draft, type and dispatch all the CEO’s correspondences.
• Liaise with the relevant individuals, external organisations to arrange meetings.
• Prepare agendas and take minutes.
• Maintain a comprehensive filing system.
• Co-ordinate the CEO’s travels in conjunction with SCM.
• Tabulate and submit the CEO’s expenditure and claims.
• Perform some desk top research work that may be assigned by the CEO.
• Co-ordinate monthly reporting by the direct reports and consolidate their reports into one unit report.
• Prepare PowerPoint presentations on information supplied by the CEO.

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Minimum requirements:

• Matric
• Grade A security qualification
• National Certificate in Security Management
• Registration with the Security Officers Board is essential
• At least 4 years’ experience of office security

Key performance areas:

The successful candidate will be responsible for, but not limited to the following:

• Patrol premises to prevent and detect signs of intrusion and ensure security of doors, windows, and gates
• Answer alarms and investigate disturbances
• Monitor and authorise entrance and departure of employees, visitors, and other persons to guard against theft and maintain security of premises
• Write reports of activities and irregularities, such as equipment or property damage, theft, presence of unauthorized persons, or unusual occurrences
• Call police or fire departments in cases of emergency, such as fire or presence of authorized persons
• Circulate among visitors, patrons, and employees to preserve order and protect property
• Warn persons of rule infractions or violations, and apprehend or evict violators from premises, using force when necessary
• Operate detecting devices to screen individuals and prevent passage of prohibited articles into restricted areas
• Inspect and adjust security systems, equipment, and machinery to ensure operational use and to detect evidence of tampering
• Assisting in investigations pertaining to all security issues;
• Notify management of any impending threat to the general safety, security at MHSC

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Minimum requirements:

• Matric or Equivalent.
• IT National Diploma / IT Degree.
• Additional: ITIL V3/ Togaf 9/Cobit5.
• At least four (4) years in Microsoft Office, Hyper V, Vmare or Veeam backup solutions, Server Operating Systems, Active Directory, Exchange, SharePoint, Windows environment backup, System Centre, and SQL environment, and strong Windows Desktop Support experience.

Key performance areas:

The successful candidate will be responsible for, but not limited to the following:

Maintenance of the MHSC hardware and software environment:

• Maintain local area network.
• Maintain user hardware and software.
• Secured servers.

Development and maintenance of MHSC web sites and internet connectivity:

• Operational web sites & internet connectivity.
• Ongoing website update.
• Regular updates to the web pages done correctly as per instruction.
• Effective monitoring internet connectivity support.
• Survey uploads.
• Reports on websites hits.

Development of software interfaces and distribution CD’s:

• Developed software interfaces and CD’s.

Plan and monitor own work and personal development plans:

• Work and action plans fit in with given project or operational requirements.
• All steps in the process are covered and thought through in terms of possible implications to other areas.
• Monitor and continuously report progress against plan.
• Personal development plans are monitored and achieved.

ADHOC SUPPORT

• Provide support to IT specialist as required.
• Telephone Support and administration.
• ICTGC Administration (Minutes taking, organizing meeting and preparing Packs).
• Printer Support and administration.
• Website updates and uploads.
• Website Committee management (Minutes taking, organizing meeting and preparing Packs.
• AD Administration.
• MS Exchange administration.
• SCM (Drafting ToR for ICT).
• Administration of network access points.

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Minimum requirements:

• National Diploma NQF Level 6 in Procurement or Supply Chain Management or Logistics Management or Finance 4 years supply chain and procurement experience in the public sector.

Key performance areas

Order Management

• Receive and assess requisitions with the purpose of determining the procurement strategy to be used.
• Issue and place request for quotations in the relevant media and MHSC website.
• Evaluate supplier offers in line with the Preferential Procurement Policy framework Act and the MHSC Supply Chain policies and procedures.
• Identify and analyse commodities with the objective of creating contracts.
• Expediting on outstanding orders.
• Compile monthly reports for SCM Manager.
• Keep all documents (Requisitions, quotations and orders) together for filing purposes.

RFQ Management

• Place adverts in appropriate media for the required time period.
• Preparing, issuing of RFQ documents.
• Receive and register RFQ documents.
• In conjunction with user departments, evaluate supplier offers and recommend.
• Provide guidance to the end users in terms of the RFQ procedures.
• Compile and prepare SCM report after evaluation of bids and RFQ’s.
• Administration and filing.

Vendor Management

• Coordinate the loading and updating of vendors into the Promune system.
• Manage the rotation of vendors.
• Report on non-performance by vendors.

Bid Committees Administration

• Serve as secretariat of the BEC.
• Manage the timeous distribution of BEC packs.
• Minutes taking at BEC where required.