ABOUT THE ROLE / PURPOSE OF THE JOB
To provide administrative/secretarial services to the Management thereby also assumes responsibility for general departmental/business unit management.
To play a vital part in the administration and smooth-running of the business and team.
To provide high level support services that impacts the effectiveness of the manager/s and his/her functional area. Responsible for the systematic proficiency and effective within a defined functional team or unit.
A highly motivated, proactive, confident individual with exceptional multi-tasking and organisational skills.
Able to exhibit confidentiality, discretion, tact, diplomacy and professionalism when dealing with executives or senior managers.
Possessing a proven ability to help managers' and their teams to make the best use of their time by dealing with their secretarial and administrative tasks.
Reflects the image of Sasol internally and externally.
Does job right first time and is pro-active as the manager is often unavailable due to work pressure. Makes best use of the manager’s time.
Deals with methods related administrative issues with the short /medium-term timelines.
JOB REQUIREMENTS
In addition to a pre-employment medical examination, some positions may require a physical fitness assessment as part of the normal selection criteria. Driver’s license
Qualifications
Grade 12 / N3 (Compulsory)
Experience:
Required entry Years of relevant experience: 2 Years.
Advanced knowledge of Microsoft Office (Word, Excel and PowerPoint) and telephone protocol.
Computer literate with the ability to learn new software applications.
KEY COMPETENCIES REQUIRED
Self-mastery
Takes accountability for driving own growth through developing self-awareness, reflecting, seeking feedback and self-correcting.
Partnership Leadership
Influential: Persuades and influences stakeholders; builds relationships and partnerships for win-win outcomes.
Collaborative: Builds Teams and creates synergies through working across boundaries.
Functional / Technical
Administration support
Supports the team with filing and administration duties.
Composes letters, memorandum, develops charts, graphs, and diagrams.
Maintains an effective electronic filing system by storing all required documents and communication received and ensures that these are stored in easily accessible files.
Distributes mail, prints and photocopies documents, as and when required, sometimes on behalf of other colleagues.
Prepares materials for workshops, conferences, meetings, duplicates/collates.
Ensures that the office is well maintained and in working order and liaises with the respective area/s to resolve any issues.
Maintains files and financial records.
Maintains attendance reports, leave records, trip records and logs.
Proofreads and edits documents.
Logs IT and operational problems/requests on behalf of the team, and ensures that they are resolved.
Prepares reports and performs tasks of a confidential nature, including but not limited to producing letters, reports and memos.
Captures data within a standardized format.
Maintains databases, distribution lists and organograms for the team,
Maintains and processes forms and monitors and controls the management teams’ leave schedules.
Co-ordinates and implements office procedures and frequently has responsibility for specific projects and tasks.
Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases;
Devises and maintains an effective paper-based filing system, where required for the team.
Prints, faxes and scans relevant documents (e.g., travel forms, etc.).
Sorts and distributes incoming post and organizes and sends outgoing post.
Organizes and stores paperwork, documents and computer-based information;
Completes forms in accordance with company procedures.
Locate and attach appropriate files to incoming correspondence requiring replies.
Mails newsletters, promotional material, and other information.
Deliver quality, cost effective service and support on time.
Accurate document / information processing and management.
Demonstrate the ability to use technology and equipment.
Effective office administration/management.
Store and File for easy future access.
Awareness, focus and control of cost / budget.
Manage general project office housekeeping.
Stakeholder management and communication
Communicates in a positive and effective manner with co-workers and other stakeholders.
Supports the entire office and its daily operations.
Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
Answers telephone, takes messages and answers inquiries within assigned scope of responsibility.
Cost awareness and control
Assists with keeping costs within budget and assists with invoicing.
Provides expense report to manager and team.
Orders and maintains stationery and SAP (EBP) purchases for the team.
Control stock of stationery and office supplies
Orders, distributes, and keeps an inventory of supplies.
Prepares and expedites purchase orders and direct payments, etc.
Relationships / Contacts / Communication
Liaises with staff in other departments and with external contacts.
Management of relationships with relevant stakeholders in the BUs, hubs and Functions and other departments.
Maintain relationships with management team.
Maintains relationships with suppliers.
Maintains relationships with colleagues and within own team.
Liaises with suppliers, managers and or colleagues as and when required, with regards to related administration or secretarial requirements.
How to apply for this:
Closing date: 02-07-2018
Provide administrative support and assistance for the day-to-day operations of the guarantees department.
