Sasol Is Hiring: Team Assistant

 

Closing date: 31 January 2020

Operating entity: SA OpsSatellite Operations

Geographical Location: Germiston, Gauteng, South Africa

 

SATELLITE OPERATIONS

Comprises a diverse portfolio of operations that includes a 3 000 km network of natural gas, methane-rich gas, chemicals and fuel pipeline infrastructure, a wax blending plant and two explosives operations. In addition, we are responsible for operating assets owned by two joint ventures, namely Republic of Mozambique Pipeline Investment Company (ROMPCO) and Sasol Dyno Nobel (SDN).

 

ABOUT THE ROLE / PURPOSE OF THE JOB

To provide day-to-day administrative services to the VP HR and Senior Management team. To communicate at all levels internally and externally.  Rendering a professional service and Management reception.  Organising of meetings, functions, conferences, etc. General office administration.  Handling of sensitive and confidential information.  Excellent customer relationships.  High standard of integrity and build and use networks to resolve problems.

 

Functional Outputs:

  • Effectively manages the diaries/ calendars of the VP HR and Senior Managers (e.g. scheduling of meetings as agreed)
  • Effectively manages diaries, by ensuring the availability of key stakeholders and helps to co-ordinate critical meetings within the required timelines
  • Effectively manages the daily operations of the VP and Senior Management
  • Responds to all meeting invitations and ensures proper consultation with the relevant stakeholders
  • Pro-actively anticipates and responds to diary clashes and resolves conflicts
  • Book meeting rooms and organize access and parking for visitors
  • Arrange for the necessary catering and refreshment needs for meetings/ sessions
  • Monitors the email and in-boxes for the VP and provides necessary support based on the action that is required for e.g. urgent requests to be sent, queries to be handed over to relevant member of the team, meeting deadlines for submissions of all relevant documents
  • Receive and screen visitors and telephone calls, take messages, schedule appointments for VP and/or management staff and provides information to callers
  • Perform a full range of administrative assignments such as composing and typing routine letters, memoranda, reports and minutes of meetings
  • Project a professional company image through in-person and phone interaction (quality, cost effective service and support on time)
  • Assists in drafting of the agenda for internal and external meetings and ensures timely distribution to meeting attendees before the meetings take place.  Distribute to relevant stakeholders in time
  • Plan and organise events such as conferences, annual events, and monthly team meetings
  • Prioritise and negotiate organisational needs regarding meetings, timeframes and deadlines
  • Attend meetings, take minutes and meeting notes
  • Works independently to manage and plan projects and executes on deliverables within timelines (good time management)
  • Provides and efficient and responsive administrative, organisational and logistical services to the VP and Senior Managers
  • Assist VP and Senior Management by helping them to manage and priorities their time and ensure that a high level of service is maintained
  • Plan and organize the workload and the initiatives to resolve issues quickly in an appropriate manner and cope with changing of priorities and needs to be flexible and adaptable
  • Maintain and prepare office records, reports and correspondence (office admin/management)
  • Utilise, reconcile and manipulate data for management reports from different internal and external sources (technology and equipment utilisation)
  • Apply and understand information in order to extrapolate key data (management of information flow)
  • Organise and store paperwork, documents and computer based information and comply with internal standards
  • Store and file documents for easy future access (create/develop new documentation) and maintain hard copies and an electronic filing system
  • Keep abreast of technological change and master new technology to be current
  • Photocopy and print documents as and when requested/necessary
  • Identify and schedule appropriate venue, travel and accommodation arrangements (locally and internationally)
  • Manage the logistics of all venues, travel and accommodation requirements
  • Make the necessary passport arrangements, international visas, international drivers’ licenses, car hire, international roaming facilities, foreign currency allowances, if and when required
  • Develop and maintain effective relationships with internal/external customers through oral and written communications
  • Keep self-informed on industry developments and understand sensitivities around competitors
  • Adapts the content, style and medium of communication to ensure appropriateness and to maximize understanding and impact amongst a wide range of audiences
  • Assist other employees with systems/processes, if and when needed
  • Effectively responds to internal stakeholder queries in a timely manner
  • Manages a number of requests and situations at one time
  • Order and control tea services and supplies and reporting faulty coffee machines, etc.
  • Report on faulty office equipment and assist in ordering furniture on leaders request
  • Order and maintain stationery and equipment timeously and keep the necessary records (PO/PR’s/Notifications/Requests)
  • Control stock of stationery/office supplies (awareness, focus and control of cost/budget)
  • Provide recommendations on improvement opportunities in the admin function for e.g. ways to save costs, increase efficiency, to save time, etc.) taking rules and procedures into consideration
  • Assist with cost code control with regards to flowers and gratitude, invoices and payments
  • Assist with managing/maintaining budgets

JOB REQUIREMENTS

 

Minimum Qualifications & Experience:

 

  • Minimum Grade 12 and/or N3.
  • Relevant Diploma will be an advantage.
  •  At least 5-7 years Administrative and Secretarial experience.
  • Computer literate (MS Outlook, MS Word, MS Excel, MS PowerPoint).
  • Sound knowledge and competent in SAP, travel management and visitors scheduling

KEY COMPETENCIES REQUIRED

 

Leadership competencies

Self-Mastery

  • Continuously develop self
  • Ambassador for living the Sasol Values

 

Functional/ Technical

  • Able to work under pressure, independently and innovatively
  • Prioritise and control workload
  • A team player
  • Self-confident
  • Self-motivated
  • Good computer skills
  • Knowledge of Risk & SHE document and templates
  • Accepts responsibility for own actions – consistent behaviour
  • Handling of sensitive issues – maintains confidentiality at all times
  • Plans realistically a variety of tasks into a logical process
  • Delivers against accountabilities, especially improvement of own responsibilities
  • Excellent organizing, administration and communication skills
  • Knowledge of SAP and related technology
  • Maintain a follow-up system to meet deadlines
  • Accurate recordkeeping
  • Vendor and asset management
  • Appropriate knowledge of SHERQ

Note: Failure to provide Sasol with truthful information and valid documents will render your application null and void.

 

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