Administrative Assistant at Newmont Mining Corporation

About This Role

• To provide administrative support to the general administration/support functions by effectively managing and performing a wide variety of administrative duties.

In This Role You Will:

General Administration

• Assist the support functions in organizing departments’ events (i.e. VIP visits, Regulators, Inter-mine Safety Competitions etc.).
• Arrange meetings and conferences, including preparing agendas and minutes for same.
• Collate and follow up on routine task assignment for internal and external meetings.
• Arrange travel and accommodation request for the support functions, Contractors and Government Officials when needed.
• Develop and maintain filing and database.
• Assist in managing site calendar, calendar for Functional Leads and external request register.
• Follow up and ensure timely payment of invoices.
• Complete and track cheque requests, initiate and track IT requests, expense reports, warehouse and purchase requisitions.
• Complete visitor authorization forms and maintenance of office stock and supplies etc.
• Assist with budget management, generate monthly cost report using SAP and submit monthly accruals for expenses under support functions cost centers.
• Consolidate, copy and bind Monthly/Quarterly/Annual of Statutory reports and correspondences for external Government Agencies.
• Assist support functions with logistics on audit and inspections and input all corrective actions and compliance to work policies in Cintellate.
• Assist in organizing Social Responsibility Forum (SRF) meetings, as well as Traditional Authorities Stakeholder Engagement.
• Assist in preparing Junior Staff timesheet and regular updates of all related HR digitized forms in prospector.

Organizational Communication

• Provide administrative support in maintaining internal communication channels including Electronic Information Boards (EIBs) and prospector.
• Provide administrative support in maintaining the professional outlook and Newmont brand where required.
• Liaise with the Communication department to ensure fact sheets and pull-ups are maintained at the front desk.
• Provide information about the establishment, such as location of departments or offices, employees within the organization, or services provided to employees, visitors and external stakeholders.
• Prepare, collect, sort, distribute, and receive mails, and courier deliveries.
• Sort and distribute all documents assigned such as pay slips, pension statements to designated employees.

Your Training, Skills & Experience Checklist:

Formal Qualification (including Professional Registrations):

• BSc./BA Degree in Business Administration, or HND in Administration or a combination of certificates in a related field.

Additional Knowledge:

• Knowledge of the organizational structure and management team.
• Knowledge of vendors and suppliers applicable to the department.
• Knowledge of internal administration and communication processes, procedures and systems.
• Knowledge of the organization’s invoicing and requisition processes, procedures and systems.

Experience: 

• Minimum of 2 years’ working experience in a similar role, preferably in a gold mining environment.

Technical Skills:

• Communication (written and verbal) and interpersonal skills.
• Computer literacy skills – MS Office (Word, Excel, PowerPoint and Outlook).
• Information monitoring and management skills.
• Planning, organizing and prioritizing skills.

Behavioural Attributes

• Reliable and independent .
• Detail oriented.
• Takes initiative, be results driven and proactive.
• Resilient.
• Confidentiality.
• Diplomacy.
• Team player.
• Ability to work effectively within a collaborative, team-based and multi-national / cultural environment.
• Customer focused.
• Results driven.
• Safety conscious.

Working Conditions

• Position is located in Ahafo South.
• The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform essential functions of this job.
  • Physical Demands: While performing the duties of the job, the employee is required to sit at a desk for extended periods, climb stairs, walk and stand.
  • Work Environment: The noise level in the office work environment is minimal.