Day to day efficient management of all administration support- Ensure document control through an electronic d...

JOB INDEX - 9 months ago - Job Mail

9 months ago

Administrator

Day to day efficient management of all administration support

- Ensure document control through an electronic document control system

- Determine and schedules the resources and requirements to support plant staff

- Organise staff travel, office supplies, visa and other requirements

- Establish and implement a document management system

- Development, achievement and reporting of administration dept. KPI’s and objectives in line with the

Business Plan;

- Efficient management of resources, supplies and consumables;

- Ensure reporting to stakeholders as required

- Maintain and update personnel records for all employees on site (paper and electronic)

- Maintain employees’ leave record up to date

- Keep track of employees medical screening review dates and make bookings for renewal

- Updating and amending changes to personal employee details

- Coordinate training activities and venues for training

- Keep registers of all training and record training completed by employees on site

- Prepare and submit reports required on a regular basis

- Monitor and track scheduled training attendance on site

- Assist with CSR projects at site level

- Liaise with HR at HQ on all HR activities on site

- Coordinate administration activities with operation, maintenance, finance, and HSE departments

- Adherence and active participation in establishing, implementing and executing Quality, Health, Safety and

Environment policies and standards;

- Maintaining high standards and ethics;

- Continuously improve systems and procedures based on experience

Health and Safety

- The Job Holder will work in a controlled hazardous environment.

Work Levels and Conditions and Risks:

- Work Level 1 (OSHA scale 1 to 6): the tasks that he/she performs as part of their daily work activities do not represent a risk for their integrity;

Exposure to Risks:

- Traffic risks, ergonomic risks;

- Risks inherent to the job of secretary while performing inspections, site visits, etc.

Personal Protective Equipment:

- Hard hat/safety helmet;

- Ear protection (plugs or ear muffs);

- Safety glasses;

- Safety shoes;

Recommended HPE (Health Protection Equipment):

- Ergonomic office equipment

Qualifications and Experience

Essential

Qualifications:

- Demonstrated competence, supported with adequate education and training

- At least 5 year experience as secretary, preferably in the power sector

- Knowledge of the IT tools – (Maximo/SAP, MS Office)

- Experience with document management

- Knowledge of Republic of South Africa working practices and customs is a plus

- Used to working within a multi-cultural environment is a plus

- Excellent written and verbal communication skills, capability to communicate clearly and concisely at all levels

Ability to act independently to prioritize, initiate, resolve and complete actions required to take the business forward to meet goals

- Interaction with finance, operation, maintenance,administration and HSE

Computer literate:

Must have a high degree of skill in Business Computing Applications such as Word Processors, Spreadsheets, PowerPoint and Enterprise Resource Planning applications (Maximo/SAP or

equivalent);