Exxaro: Admin Assistant

Exxaro invites interested and suitably qualified candidates to apply for the position of Admin Assistant based in Belfast, Mpumalanga.

Position: Admin Assistant
Reference Number: Exx240603-1
Job Type: Permanent
Location: Belfast, Mpumalanga
Closing Date: June 10, 2024

Purpose:

• Support directors, administrators, and teams with office administration and procurement duties as needed.
• Provide secretarial, document management, and control services.

Minimum Requirements

Qualifications:

• Grade 12/Standard 10 (Essential/Minimum)
• Certificate in Secretarial Studies (Recommended/Desirable)

Experience:

• 2-3 years of sound administrative experience, preferably within an industrial and/or mining environment (Essential/Minimum)

Operational Requirements:

• Psychometric Assessment (Essential/Minimum)
• Certificate of Fitness (Essential/Minimum)
• Proficiency in English (Essential/Minimum)
• Competence in MS Office Relevant Package (Essential/Minimum)

Duties & Responsibilities

Administration and Support Services:

• Arrange and coordinate departmental functions and events.
• Maintain departmental training and continuous professional development lists.
• Assist in the preparation of functional management reports.
• Provide support to the functional team to enable focus on core tasks.
• Coordinate meeting processes, including organizing facilities, setting the agenda, taking and distributing minutes, and preparing presentations.
• Assist with travel arrangements.
• Maintain a list of relevant functional deadlines and ensure timely submission of documentation.

Compliance, Governance, and Assurance:

• Ensure compliance with applicable processes, procedures, and statutory laws and regulations.
• Conduct regular audits and report deviations.
• Ensure adherence to governance, policies, standards, and legal compliance.
• Foster a culture of discipline.

Database Management:

• Capture and release requisitions and service entries in SAP.
• Create requisitions for accommodation, travel, meals, visas, and permits.
• Perform regular audits on management information.
• Maintain a library database for reports.

Document Control:

• Coordinate and control office administration and documentation.
• Standardize data input and maintain process life cycle data.
• File and scan documents.
• Manage an archive system.
• Maintain a data library/indexing system.
• Ensure confidentiality of documents.

Financial Support Services:

• Assist with cost centre financial performance analysis.
• Assist in the preparation of departmental budgets and forecasts.
• Perform monthly cost analysis.
• Monitor budget and actual spend against cost centres.

Functional Excellence:

• Adhere to functional policies, standards, guidelines, procedures, and processes.
• Assist in standardizing and streamlining functional processes.
• Promote and apply functional best practices.
• Assist in executing functional excellence initiatives.

Internal Business Processes:

• Maintain meeting rooms and facilities.
• Order and maintain stationery and refreshments.
• Compile quotations and manage supplier invoices.
• Assist with the procure-to-pay process.

People Management:

• Adhere to performance management procedures.
• Foster effective teamwork and unity.

Safe and Healthy Work Environment:

• Maintain and ensure safe operations.
• Ensure compliance with Safety, Health, and Environmental (SHE) policies.
• Encourage a safety-focused culture.

Team Communication:

• Communicate deadlines and deliverables to team members.
• Share updates on developments impacting the team.
• Celebrate team milestones and events.

Behavioural Alignment

Demonstrate the following:

• Creativity, collaboration, sociability, and ecosystem awareness.
• Stewardship, accountability, trust development, safety consciousness, and ethics.
• Agility, flexibility, continuous learning, innovation, and creative problem-solving.
• Inclusivity, multiculturalism, empathy, and human-centric approaches.
• Results orientation, quality drive, excellence, entrepreneurial spirit, efficiency, and effectiveness.

<<CLICK HERE TO APPLY>>

Closing Date: June 10, 2024

Exxaro: Admin Assistant