Finance and Admin Administrator (Secretarial)

PURPOSE OF THE JOB:

To provide a general secretarial service to Mancom Managers.

JOB RESPONSIBILITIES:

BALANCED SCORECARD PILLARS, ROLES AND RESPONSIBILITIES: 
SAFETY, HEALTH, ENVIRONMENT AND QUALITY:
• Identify and assess level of continuous risk exposures in area of responsibility by considering exposures to people, equipment, material, environment, processes, etc.
• Consider the level of risk, apply mitigation and implement control measures for residual risk 
• Participate and comply with SHEQ requirements (SHEQ Toolbox)
• Utilise the Integrated Management System (IMS) to initiate and report SHEQ status

CUSTOMERS:
• Ensure Customer Satisfaction

BUSINESS PROCESSES: 
Visitors:
• Receive, attend to and direct visitors in the reception area

Telephone:
• Process incoming and outgoing telephone calls

Mail:
• Receive, distribute and dispatch mail in an office environment
• Update the Managers Outlook calendar as required

• Filter the Managers E-Mail in their absence and respond to urgent E-Mails

Meetings and functions:
• Plan and prepare meeting communications
• Co-ordinate meetings, minor events and travel arrangements

Supplies:
• Monitor and control office supplies
• Order and distribute office supplies

SAP:
• Process departmental Invoices

Reports:
• Compile general reports

General Office Administration:
• Maintain the office filing system
• Maintain the Departmental library
• Monitor and control the maintenance of office equipment
• Conduct any other general office administration as required

WORKPLACE COMPETENCIES: 
Systems: 
• Microsoft Programs
• Samancor Chrome Systems (IMS, EBMS, Chromedoc, SAP, Coupa, MES)

Skills:
Financial Management:
• Conduct basic financial transactions
• Administer credit purchase transactions
• Administer payments and expenses

Business:
• Apply basic business principles
• Comply to legal requirements in business
• Behave in a professional manner in a business environment

Admin:
• Process numerical and text data in a business environment
• Manage time and work processes within a business environment
• Identify and maintain the types of records required in own industry and understand why it is necessary to create evidence and maintain confidentiality
• Receive and execute instructions

Computers:
• Work with information technology in an accounting environment
• Operating computer systems

SHERQC:
• Maintain health, safety and security within the internal environment

Knowledge: 
• Demonstrate an understanding of the daily duties as general secretary to the department managers, including receiving of visitors, handling of the managers calendars. Ordering and monitoring control of office supplies, capturing requisitions on SAP,            compile reports and any other general office administration.

Minimum Qualifications:

• Grade 12
• Secretarial (Certificate / Diploma)
• Computer Literate

Minimum Experience:

• 5 years relevant experience