Job Details

Job Description

At First Quantum, we free the talent of our people by taking a very different approach which is underpinned by a very different, very definite culture – the “First Quantum Way”.

Working with us is not like working anywhere else, which is why we recruit people who will take a bolder, smarter approach to spot opportunities, solve problems and deliver results.

Our culture is all about encouraging you to think independently and to challenge convention to deliver the best result. That’s how we continue to achieve extraordinary things in extraordinary locations.

Job description:

Overall Job Purpose:

To provide overall administrative support on a day-to-day basis and ensure effective administration of training needs. Ensures proper flow of office procedures, and supports the office personnel by carrying out common office duties.  Maintains a positive and friendly company image by acting as the first line of contact to visitors, customers both internal and external in person, via online and telephone.

Specific Job Responsibilities:

The specific tasks to be performed by the position holder will include:

• Coordination of personnel site access arrangements.
• INX Intuition System – Booking trainings/inductions, Managing Training Matrix.
• Maintaining employee leave records, Compiling and Loading of Timesheets.
• Upload the working-hours for all employees into the HRIS system.
• Accurate and Timely record keeping of sensitive & confidential personal documents, filing of all service records/reports, departmental policy and procedures related to maintenance systematically and manually.
• Ensure the Office is well equipped, organized and managed at all times.
• Ensuring staff have the appropriate stationary to adequately perform their job.
• Update the team intranet site to reflect latest information & documentation.
• Ensure the notice boards are kept updated, removal of old /outdated communications.
• Managing the Meeting schedule/calendar and functions.
• Generating of Purchase Requisitions and picking slips using Pronto System.
• Coordination of contractors and department staff movement.
• Collection and distribution of internal and external mails.
• Departmental HSE and Risk Management document control.
• Provide an interface for staff related and administrative queries between the department team and; HR, Finance/Payroll and the catering and office cleaning contractors.
• Answers phone calls and transfers them as necessary.
• All other duties as assigned by Supervisor.

Job Specific Competencies:

• Ability to show initiative and have good interpersonal skills.
• Accurate records management.
• Flexibility and willingness to learn and assist employees.
• Must have good communication skills in the English language.
• Must be computer literate.
• Must be familiar with and adhere to safe working practice.

Key Job Attributes :

• Able to handle work with a great sense of professionalism.
• Possesses good organizational skills.
• Good oriented person.
• Maintain a professional approach to duties and responsibilities with the capability of making timely, rational decisions and an ability to meet deadlines.
• Act with honesty and integrity in all areas: maintain confidentiality in dealings with subordinates, clients and customers.
• Demonstrate accuracy, time management and organizational skills.
• Maintain a professional work ethic through effective, honest communication with supervisors, peers, and subordinates.
• Commitment to reach or exceed maintenance, operational and safety goals.
• Work effectively in a team environment, supporting other team members when needed.
• The ability and drive to manage maintenance work group in a technically challenging and geographically remote maintenance environment.
• Sound planning, analytical, and problem solving skills.
• Well-developed interpersonal, written and oral communication skills in English.
• Knowledge and understanding of diverse third world cultures and customs an advantage.

Experience required to perform in this job :

• Must be familiar with best safe working practices.
• Having Pronto Knowledge will be added advantage.
• Prior admin clerk experience will be highly regarded.
• Knowledge of modern office procedures and processes.
• Proficiency in Microsoft office.
• Excellent organisational and communication skills.
• At least 2 years’ experience in the same or similar position (preferably in the mining industry).
• Administrative Skills.

Qualifications :

• Must have Grade 12 Certificate.
• Degree or diploma in Business Administration or a related field.
• Certificate in Microsoft Office applications e.g. Excel, Word & Outlook etc.
• Must have a valid driver’s licence.