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

• Prepare minutes for the PM / HOD/Manager
• Draft company memos and letters as directed/requested
• Maintain efficient record keeping & filling system
• Manage PM / HOD/manager’s Incoming & outgoing mail/messages.
• Keep a contacts database of key stakeholders.
• Ensuring office cleanliness / Housekeeping/ 5s

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:

• A good degree from an accredited institution
• Trained in advanced computer applications (COSWIN, SYPRO, SAP, Flow centric)
• Experience, 2-3 in a FMCG or related field
• Minimum of 1year experience in a manufacturing environment

Additional Information:

• Band: X

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