Admin Assistant, She and Sustainability

**Job Advert Summary**:** PURPOSE**:

- To ensure effective and efficient administration services with regard to Safety Health Environment and Community (SHEC).

**Minimum Requirements**:
**QUALIFICATIONS**:

- Grade 12/Standard 10 (Essential/Minimum)
- Certificate Safety Management (Recommended/Desirable)
- Certificate Secretarial (Recommended/Desirable)

**EXPERIENCE**:
2-3 years Relevant experience within a heavy industry, mining or production environment as well as relevant experience within Safety Management (Essential/Minimum) Operational

**REQUIREMENTS**:

- Psychometric Assessment (Essential/Minimum) (To be conducted by Exxaro)
- Certificate of Fitness (Essential/Minimum) (To be conducted by Exxaro)

**Duties & Responsibilities**:
**Administration and Document Control**
- Coordinate, control and distribute office administration and documentation
- File and scan documentation
- Capture, update, standardise data input and maintain administration and process life cycle data onto various systems
- Render administrative support services (including minute taking)
- Compile and coordinate Safety Health and Environmental (SHE)

monthly/quarterly reports
- Update and maintain data library, indexing systems, filing and archive systems
- Perform regular audits on management information
- Report deviations to supervisor and record, coordinate and resolve remedial decisions
- Manage an archive system
- Maintain confidentiality around documents at all times.

**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
- Ensure level of authorisations are applied within applicable processes
- Ensure the function adheres to Exxaro Company governance, policies, standards, statutory and legal compliance. Ensure a culture of discipline

**Customer, Stakeholder and Client Relationship Management**
- Maintain relationships with applicable internal and external customers
- Attend to customer requests and complaints, conduct regular follow-ups
- Render support to Safety Health Environment and Community (SHEC) Department

**Database Management**
- Capture and release requisitions and service entries in SAP
- Create requisitions for accommodation, travel, meals, visas and permits on receipt of invoices and forward to accounts payable for payment
- Perform regular audits on management information
- Maintain library database for reports including month reports etc.

**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 team
- Perform monthly telephone and other cost analysis as required by the team
- Through ongoing monitoring of budget and actual spend against cost centres, advice management when departmental costs are exceeding budget

**Internal Business Processes**
- Maintain meeting rooms and relevant facilities
- Order and maintain stationary and refreshments
- Compile quotations on request (approval by management)
- Control cleaning services
- Manage supplier invoices to ensure prompt and accurate payment
- Assist the team with the procure-to-pay process (e.g. purchase requisitions promptly created and followed up, Goods Received 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 procedures
- Culture/functional climate: Uphold the Company culture and values within the function. Foster effective teamwork and unity

**Safe and Healthy Work Environment**
- Adhere to all health/safety practices and promote good housekeeping on an ongoing basis
- Address all unsafe practices/potential hazardous situations, rectify/report to superior
- Comply with Safety Health Environment and Community (SHEC)/technical requirements
- Wear applicable Personal Protection Equipment (PPE) at all times

**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 team
- Communicate with the team on celebrations (birthdays, holidays and theme days) managed centrally

The appointment will be made in accordance with Exxaro’s Employment Equity policy.