HR & Services Support Assistant

3 days ago

Cape Town, South Africa Vivo Energy Full time

Job Purpose:
To provide administrative support in the following areas:

- HR Vice-President
- Executive Assistant
- VE South Africa Office Management
- VE South Africa HR Administrative Support
- VE South Africa Supplier Management (Office Services)
- Talent Management Admin Support
- Learning and Development Admin Support
- Project Administration for key talent deliverables

Principal Accountabilities

1. HR VP Support General and confidential support to HR VP, including but not limited to:

- Diary management
- Meeting organising and preparation
- Expenses: P-card verification and approvals in SAP Concur
- Presentation / documentation preparation
- Conference organisation and administration
- Follow -up on all actions emanating from the HR Business Review
- Recording and typing agendas, minutes, memos, letters, reports and presentations when required
- Travel management (visas, flights, accommodation etc.)
- VEM support as required, including COVID tracking of positive cases, reintegration back into office and vaccinations across the group
- Leave planning
- HR filing
- HR Support

2. VESA Office Management

Office Services focal point
- Manage post box at The Towers; coordinate collection / distribution of mail and newspapers
- DHL / Fedex mail shipments
- Annual subscription renewals for newspapers and post office box
- General office and meeting room appearance, and office equipment maintenance
- Manage parking arrangements and coordinate security access
- management of stationery orders and business card orders and VESA calendar
- Service provider supervision (daily cleaners, quarterly pest control, mail / couriers)
- Catering for ad-hoc office events
- Supplier invoice processing in SAP4Hana (non-IT suppliers)
- SA V-net website - arrange updates as required
- Management of milk orders and other kitchen supplies, eg. tea / coffee etc.
- Coordination of year-end function

HSSE focal point
- Co-ordinate training for office HSSE representatives as required
- Involved in HSSE vetting of suppliers on ad-hoc basis
- Co-ordinate annual Safety Day for VESA

Travel focal point
- E-mail distribution of invoices for Rennies and transport providers
- Compilation of HR visitor invitation letters, confirmation of employment letters, joining instructions as requested by travelers

3. VESA HR Administrative Support
- Organise business meetings, telecons, conferences, seminars, workshops, away-days as required
- Manage and co-ordinate travel arrangements as applicable (visas, itineraries, accommodation, transfers), regionally and internationally
- Focal point as agreed for end-to-end coordination of Vivo Energy Executive Management visits and other VE key visitors to SA
- Ad-hoc preparation of documents, presentations and correspondence
- Timeous distribution of HR / office services bulletins
- Timeous processing of HR invoices, appropriate accruals where required
- Assist with P-card recons in SAP Concur as required
- Handle birthday celebrations/daily communications, farewells and department awards

4. VESA Supplier Management (Office Services)
- Assist with evaluation of cost pricing comparisons and quotes for identified suppliers, eg. travel and accommodation

5. Talent Management Admin Support
- Assist talent team with business travel arrangements when visiting SA
- Ensure central moves are updated in Psiber (as per “People on the Move” bulletins)
- Upload updated Central Org Structures to V-Net
- Organise business meetings, telecons, conferences, seminars, workshops, away-days as required
- Assist with logistics (all aspects of preparation) for Senior Leadership Programme / Emerging Leaders Programme e.g. flights, accommodation, venue; joining instructions, etc.
- Human Capital Review data preparation (ad hoc)
- Maintain Talent Team travel schedule
- Ad-hoc data requests and support (creating / adding missing data in spreadsheets, consolidating, preparation of talent profiles)
- Supporting data preparation for reporting purposes
- Assist talent managers with arranging monthly calls with HRMs
- Support the delivery of talent management, performance management, leadership development, and employee survey projects
- Manage vendor relationships and processing (contracts, purchase orders, vendor KYC, etc.) across the Talent Management COE

6. Learning and Development Admin Support
- Programme co-ordination for leadership programmes as agreed (start to end process)
- Updating of implementation schedules
- Facilitator travel arrangements where required
- Prepare self-assessment links / learning styles in Survey Monkey for OYG delegates upon request
- Ensure timeous delivery of training programme files (shipments via DHL as required)
- Printing of training material and completion certificates as required
- Follow up on OU payment of facilitator / vendor invoices
- Assist with logistics for xPedient Project Management training

**Requirements**:

- Proven experience in office support and administration, including su

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