Administrative Assistant - Newmont Mining

About This Role:

• To provide administrative duties and support relating to the daytoday running of the Department to facilitate the achievement of the departments objectives.

In This Role You Will:

General Administration

• Perform professional administrative functions such as coordination planning and office organisation for the Department staff Contractors and Consultants.
• Identify and adhere to deadlines and priorities and obtain necessary approvals for completed work as required.
• Manage and coordinate the following for effective administrative practices:
  • staff roster.
  • call receipt and screening.
  • mail delivery.
  • meal rosters.
  • leave schedules.
  • IT request catalogues.
  • purchase / warehouse requests on SAP.
  • employee expense report.
  • vehicle checklist tracking.
  • site access arrangements.
  • office supplies.
  • general office administration.
• Compile and coordinate shift system for the department.
• Manage and maintain both shift and leave rosters for Management Professional staff and Operators / Maintainers staff in the section.
• Provide clerical assistance by circulating information / messages to other staff of the department via electronic and physical board postings.
• Coordinate the departments office supplies and facilities through regular stock taking of stationery / inventory and conduct restocking as required.
• Issue and maintain inventory and store office supplies securely and cost effectively.
• Track cost expenditures accurately and raise any detected deviations to the Supervisor timeously.
• Coordinate and manage daily and weekly employee timesheets for approval and submission to Human Resources.
• Coordinate and maintain the personal protective equipment (PPE) data tracker.
• Determine employee requirements and issuecontrolled PPEs in line with standard operating procedures to prevent abuse and manage costs.
• Coordinate action and follow up on business travel accommodation and transport requests for staff and contractors of the department.
• Coordinate the flow of documentation into and out of the department.
• Handle confidential and time sensitive material with tact and discretion.
• Schedule department management and team meetings.
• Track actions Who What & When (3Ws) arising out of meetings.
• Schedule and coordinate safety inspections / meetings and keep record of inspection related actions. Document distribute and file all minutes taken from department meetings.
• Raise and track contract and warehouse requisitions.
• Coordinate and follow up on the requisitions in accordance with established procedures.
• Liaise with Supply Chain Management to confirm completion of requisition.
• Conduct a detailed reconciliation of all department consumables and process any outstanding invoices related to such.
• Coordinate some departmental projects (i.e. Health Walk Program) from initiation to completion.
• Organise and schedule the departmental employees involvement in mandatory company trainings medical surveillance and governmenttraining requirements.
• Organise and schedule all necessary resources required to accomplish administrative activities.
• Manage the administrative upkeep of the departmental systems for easy location of documentation and information.
• Maintain the functionality of departmental systems (i.e. SAP Nomadis Enablon) and inform the Supervisor of any potential system malfunctions.
• Maintain prudent housekeeping practices in the department and Pound per Square Inch (PSI) areas.

Health Safety and Environment

• Prepare safety Key Performance Indicators (KPIs) for the Department Team and distribute to the Health and Safety Department at monthend.
• Help coordinate and manage Department Risk Register.
• Comply with all HSLP Environment and Social Responsibility requirements under Newmonts Integrated Management System.
• Accept personal responsibility for the health and safety of every employee under or assigned to his / her supervision.
• Plan schedule and coordinate safety meetings.

Reporting and Filing

• Provide clerical assistance by circulating information/messages to department staff who do not have email access to ensure free flow of information throughout the department.
• Maintain current noticeboard for employee related communications.
• Create maintain and manage large filing systems to effectively manage personal and administrative files plant log sheets checklists reports permits and minutes for swift retrieval.
• Submit compliance reports for the department as required.

Stakeholder Interaction

• Coordinate with service providers to arrange and schedule internal and external training programs meetings and annual medical recalls.
• Liaise between employees and payroll regarding all pay queries raised and receive and deliver prompt feedback.
• Liaise with Site Services department and NEWCO catering services to verify that maintenance services meals and transport requests are executed in a timely manner.
• Organise coordinate and manage permit approvals for all Business Partners and Visitors engaging with the department.
• Work together with the Human Resources Department to ensure employees personal data forms are filled correctly.
• Work together with the Finance Department to reconcile process and pay petty cash advance requests contractors invoices and expense claims.

Work Scheduling and Allocation

• Accomplish work objectives by determining own work schedule.

Training & Experience

Formal Qualification (including Professional Registrations):

• High National Diploma in Office Management /Secretarial/ Administration or a related field.

Additional Knowledge:

• Detailed knowledge of vendors and suppliers applicable to the department.
• Knowledge of administration and communication processes procedures and systems.
• Knowledge of the Newmonts invoicing and requisition processes procedures and systems.

Experience:

• Minimum of 1 2 years experience in a Personal Assistant capacity / Office Administration environment with exposure to administrative activities and office support.

Technical Skills:

• Advanced communication (written and verbal) and interpersonal skills.
• Advanced computer literacy skills MS Office (Word Excel PowerPoint and Outlook).
• Strong typing skills.
• Strong system administration skills.
• Strong planning organising and prioritising skills.
• Strong administrative skills.
• Strong business English skills.
• Strong coordinating skills.
• Strong followup skills.
• Sound database administration skills.
• Sound information monitoring and management skills.

Behavioural Attributes:

• Accuracy.
• Approachable.
• Commitment.
• Confidentiality.
• Deadline driven.
• Detail focused.
• Diplomacy.
• Firm.
• Independent.
• Takes initiative.
• Multitasking.
• Proactive.
• Reliable
• Resilient.
• Selfresponsibility.
• Telephone etiquette.
• Team player.
• Ability to work effectively within a collaborative teambased and multinational / cultural environment.
  

Working Conditions

• The position is located at the Ahafo North mine site.
• The physical demands and work environment characteristics described here are representatives of those that must be met by an employee to successfully perform essential functions of this job.
• Physical Demands: While performing the duties of the job the employee is required to sit at a desk for extended periods climb stairs walk and stand.
• Work Environment: The noise level in the office work environment is minimal.