Admin Jobs in South Africa

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


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

Minimum Requirements


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


  • 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.


Closing Date: June 10, 2024

Exxaro: Admin Assistant

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