| 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.
If you have not been contacted within 28 days of the closing date of this advertisement, please accept that your application was unsuccessful. |