Administrator

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

Job Purpose

The position exists to provide office services by implementing administrative systems, safety related aspects and reports, monitoring administrative projects, employee related queries. employee documentation, including employee orientation, recruitment paperwork and starter packs.

Job Responsibility

Employee Support, Administration, Travel, HR Engagement

• Provide orientation for new employees of the department, providing information packets, gathering payroll details, explaining benefit programs and obtaining signature on-boarding documents.
• Manage any timesheets (paper or online based) as required and provide ongoing assistance to departmental employees regarding pay queries. Update Leave and Payroll management by providing Head of Department and Section Superintendents with relevant employee information
• Provide booking assistance for approved business travel, managing expenses.  Provide a single point of contact for travel arrangements for internal and external travel requirements for staff and visitors
• Provide feedback to Human Resource with respect to contractor numbers, Manage registrations with relevant professional bodies and monitor progress through the systems
• Maintain food-pack and canteen access management system, liase with Human Resource regarding meal allocations and maintain register of exceptions.  Arrange visitor meals on site and as required.
• Consult Human Resource to set up and schedule Interview meetings with HOD and Section Superintendents.  Provide follow-up info as may be required
• Plan and attended relevant departmental and section meetings, recording minutes, action points, deadlines and decision points.
• Post meeting follow-up on deliverables and action points and review progress against commitment. Update meeting notes for subsequent meetings.
• Actively participate in all departmental and section activities, planning events, meetings, toolbox meetings and any other activities as necessary to promote excellence in communications.
• Liaise with other cross functional sections to gain agreement on priorities to enable completion of set tasks in a timely and safe manner.

Training, Safety and Document Control

• Review, maintain and update office and departmental policies as may be required
• Maintain register on INX In-Tuition training requirements for department and sections.  Arrange and coordinate training compliances and initiatives with section leaders
• Maintain register on INX In-Control safety actions, providing updates on outstanding actions and follow-up on planned interventions
• Implement and monitor programs as directed by Management, providing feedback, escalating challenges and ensuring procedures are implemented effectively

Specific Competencies

• Should be well familiar and experienced with word processing and database software, such as Microsoft Office
• Working knowledge of Windows computer systems
• Must be able to communicate exceptionally well in English
• Must possess an advance knowledge of English vocabulary
•    Good knowledge of HR Systems

Job Attributes

• Attention to detail
• Excellent client service orientation
• Business acumen
• Managing relationships
• Integrity
• Communication skills
• Organisation skills
• Excellent interpersonal skills
• Presentation skills
• Computer skills
• Ability to work without supervision

Experience required

• A minimum of 2 years related experience a similar role
• HR background is an added advantage

Qualifications

• Grade 12 Certificate
• Minimum of Diploma in Business Administration, Human Resource, Public Administration or related field
• Proficiency in Microsoft office
• Knowledge in safety will be an added advantage