Geographical area: Secunda, Mpumalanga, South Africa
Closing Date: 9 December 2019
ABOUT THE ROLE / PURPOSE OF THE JOB
To provide administrative services to the Area Manager and enable the administrative efficiency and compliance of the Section/department; whilst providing administrative support functions.
FUNCTIONAL OUTPUTS
PPE ordering, issuing and record keeping
- Yearly personnel issuing
- Ordering when requested (special PPE)
- Ensure Line manager have record for personnel and all documents signed off
- Inventory tracking of all PPE & EquipmentProduction material used during normal operations
- OrderingMaterial ordering
- As requested by Line manager & Area managersBBS
- Load on system
- Tracking on outstanding BBS and send communication on a Weekly basis for Area Manager with personnel who have not done BBS
- Keep record
- Compiling of weekly reportLine Manager weekly inspection file
- Document all the deviations from the weekly inspection
- Ensure all deviations has Notification numbers
- Keep track of unresolved deviations per area or equipment
Line Manager files for task executor, standby, recipient, gas tester
- Ensure all is up to date and authorization not expired
- Update when there is new personnel added
- Ensure that all personnel are authorized as per their job profile and level
- Arrange with training where necessary for training and authorization (PTW for task executor and permit issuer)
- Load the authorizations in IMSOperational document filed during normal operations (log sheet, TRA, checklists)
- File filled documents on a weekly basis and load on IMS
- Ensure documents used are latest revision (no old documents should be at the files at the control room)
- Ensure that all latest revisions of documents are available at the control room (Hard Copies)Documents on IMS
- All operational documents must be loaded in the IMS (index must be created)
- All IMS documents to be loaded when there are any changes
- Blank lists to be on IMS and changed when there is a new revision
- Get guidelines from the IMS coordinator on documents that must be in the IMS and ensure all is loaded
- Assist Line Manager/Area Manger in completing or follow-up on the IMS next steps
- Assist Line Manager/Area Manager in application for authorization
- Ensure that audit deviations are correctedLeave Preparation
- Compile and update leave rosterHired labour
- Completing of application and loading requests for Hired Labour
- Overtime application and management
- Leave management
- Assist with the application processes
- Termination of contract assistanceOvertime applications
- Shift roster drafting for Hired Labour and their overtime application
- Applications on a monthly basis before the 8th of each monthShift communication session
- Take minutes during the communication session
- File the communication session in the IMS, include the attendance registerBuilding inspection and notifications
- Ensure all deviations reported in the building is leaded and repaired
- Follow up on notifications for the building
- Ensure latest copies are available and with the Line Manager/Area Manager
- Load TRA’s on IMS
- Assist with the updating of TRAPermit Audits
- Load on IMS and fileTraining
- Ensure training does not expire
- Ensure to book and assist with trainingSafety meeting
- Follow up on Line manager/Area Manager next steps completionNotifications
- Assist in tracking work not been completed and send information to management SAP
- Load all documents on SAP
- Update all documents as per needLine Manager
- Assist with all actions given by Line managerEBP
- Order all Plant related equipment and stock as per Line manager requestMeeting
- Update all needed attendance lists from meetingsPermit Tracking
- Permit tracking of projects on daily basis
- Reports compile with status of quantityDocumentation
- Scan in of blank lists
- Scan in of PDA’s
- Updating of IMS with documentationNext steps IMS
- Signed documents of next steps filling
- Uploading onto IMSGeneral office duties
- Agenda and Minutes
- Staff establishment/Org structure
- Personnel Information – monthly
- Acting’s
- Typing
- Arrange Meetings
- Load BCX request and Following Up
- Filling of Documents
- Following up of Documents
- Distribution of Information
- Give our information through to other departmentsJOB REQUIREMENTS
- In addition to a pre-employment medical examination, some positions may require a physical fitness assessment as part of the normal selection criteria
- Drivers Licence
Qualifications:
- Grade 12
- Relevant certificate/diploma/higher diploma will be advantageous
Experience:
- 2-3 years’ relevant experience
- Experience in MS OfficeKEY COMPETENCIES REQUIREDSelf-mastery
• Takes accountability for driving own growth through developing self-awareness, reflecting, seeking feedback and self-correcting.Note: Failure to provide Sasol with truthful information and valid documents will render your application null and void.