The key purpose of this role is to provide administrative support, actively participate in the driving of the VPO routines in the plant.

Key Roles and Responsibilities:

Maintain safe healthy and risk-free working environment

Implement and comply with safety, health and environmental legislation and procedures
Maintain safety and housekeeping standards

Front desk management

Effective and timely handling of office visitors and maintain a register
Maintain good customer care/relationships between stakeholders and the Company
Call handling & screening
Manage access to the PM / HOD/Manager’s office (only authorized access/safe keeping of keys)

Secretarial Matters

Administrative services

Efficient and proper handling of company visitors from abroad in matters relating to letters of invitation, travel (pickups & drop-off for airport &office) and accommodation bookings.
Book, confirm & Process payments for PM / HOD/Manager & their families (Where applicable)’ Air travel, Car hires, Hotel bookings, visa applications.
Ensure consistent availability of office supplies (Stationery & refreshments)
Arrange & book for meetings, conferences, Reviews – Dates; times and ensuring timely and appropriate facilities (venue) and refreshments.
Ensure all office equipment (e.g. printers, projectors) is in good working condition.
Handle any department arrangements around Birthdays; Anniversaries; births; deaths.
Manage PPE receipts and issuing.
Filling & safe custody of company documents

Budgets & Spend Analysis

Prepare and/or contribute to the preparation of the plant’s budget
Manage the departmental spend – ensuring costs are posted to the correct codes; handle postings in SAP; raise GRNs, update Q-docs & follow-up on payments
Prepare and present updates on PM’s departmental spend
Follow up and process all Housing bills [Rent, Electricity, Water, and Refuse]
Process all outstanding accountabilities for the PM / HOD/Manager
Where applicable process & ensure that all inter – company recharges are done

Manage Drivers & and efficient use of Vehicles

Manage the drivers (Deliverables/ goals, discipline, Schedules, Competency, Leave, Overtime)
Process Drivers claims in system (carwash, transport refunds, lunch).
Keep a log of all department/pool vehicle mileage and maintenance and Usage records

Actively participate in the VPO routines

Actively participate in driving VPO routines for the plant, especiallily the morning routines
Compile, document and keep the onboarding of new hires requirements
Support in compiling VPO reports & updates

Minimum Requirements:

Additional Information:

PLANT SECRETARY