O&M Admin Assistant

KEY PERFORMANCE INDICATORS

Responsibilities

1. Effective co-ordination of the admin activities in support of the O&M organization

• Develop and implement procedures and systems to achieve productive and efficient office operation by planning and organizing activities according to agreed priorities.
• Plan and schedule meetings effectively to ensure all obligations are met.
• Coordinate and take responsibility for logistical arrangements of meetings
• Coordination of meeting rooms.
• Attend relevant meetings, record attendance and compile minutes. Coordinate distribution of minutes, circulars and notices.
• Coordinate travel arrangements for all employees.
• Ensure reporting inputs are received and reports completed timeously.
• Manage the Leave Register
• Manage the recording of gifts received by capturing information of all approved forms in the Gift Registry.
• Manage and coordinate all site-related special projects, campaigns and events.
• Coordination of office expenses – stationary, tea, coffee and beverages, etc.
• Manage office administration and logistical tasks such as office layouts, signage and building projects and renovations.
• Arrange catering for meetings and functions as and when required.
• Coordination of uniform clothing
• Support expenses claim filing management upon request

2. Administration of general correspondence and technical documentation in the Document Control System

• Generate transmittals to all internal and external clients and customers.

• Receive, record and process all incoming and outgoing correspondence and distribute accordingly.
• Maintains registers of technical documentation, assigning and reserving appropriate numbers to provide control and tractability.
• Releases all technical documentation in accordance with O&M Procedures.
• Administrate O&M document management control system and O&M sharepoint (Access management…)

3. Fleet administration

• Timeous administration of vehicle licenses, insurance, driver authorization.
• Admin of tracking system.
• Accurate coordination and administration of vehicle maintenance quotations, PR, POs.
• Admin of Insurance claims, Fuel, tires & windscreens costs
• Admin of traffic fines and other services

• Ensure compliance to applicable legislation

4. Purchase Requisition Initiation

• Support the team to raise PR in Ariba for indirect sourcing
• Support the team to raise PR on GSI/SAP for direct sourcing

5. Effective teamwork and self-management

• Continually model AT’s values.
• Take ownership and accountability for tasks and activities and demonstrate effective self-management.
• Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained.
• Take ownership of own development.
• Maintain a positive attitude and respond openly to feedback
• Manage colleagues and client’s expectations and communicate appropriately.
• Demonstrate willingness to help others and “goes the extra mile” to meet team targets and objectives.
• Continually share and communicate learnings
• Be proactive in anticipating potential problems and continually monitor progress to ensure small details are not missed.
• Promote a positive working environment.
• Always put safety first.

Qualification

• Bachelors DegreeAdministration, Office Manager or Secretary related experience will be required.Minimum 5 years
• Experience on document control systems would be beneficial.
• Experience on ERP/Electronic Procurement Systems would be beneficial.
• Experience on fleet management would be beneficial
• Excellent communication skills