Administrative Coordinator at Newmont Mining Corporation

About This Role:

• To provide administrative duties and support relating to the day-to-day running of the Process Maintenance section.
• To facilitate the achievement of the department’s objectives.

In This Role You Will:

General Administration

• Perform professional administrative functions such as communication, coordination, planning and office organization for the Processing Department, Process Maintenance staff, Contractors and Consultants.
• Identify and adhere to deadlines and priorities and obtain necessary approvals for completed work, as required.
• Manage and coordinate the following for effective administrative practices:
  • staff roster.
  • call receipt and screening.
  • mail delivery.
  • meal rosters.
  • leave schedules.
  • Information Technology (IT) request catalogs.
  • purchase / warehouse requests on SAP.
  • employee expense report.
  • vehicle checklist tracking.
  • site access arrangements.
  • office supplies.
  • general office administration.
• Compile and coordinate shift system for the Processing Department.
• Manage and maintain both shift and leave rosters for Management, Professional and Operator and Maintainer staff in the section.
• Provide clerical assistance by circulating information / messages to other staff of the department via electronic and physical board postings.
• Coordinate the department’s office supplies and facilities through regular stock taking of stationery /inventory and conduct restocking, as required.
• Issue and maintain inventory and store office supplies securely and cost effectively.
• Track cost expenditures accurately and raise any detected deviations to the Process Maintenance Superintendent timeously.
• Coordinate and manage daily and weekly employee timesheets for approval and submission to Human Resources.
• Coordinate and maintain the Personal Protective Equipment (PPE) data tracker.
• Determine employee requirements and issue controlled Personal Protective Equipment (PPE), in line with standard operating procedures, to prevent abuse and manage costs.
• Coordinate, action and follow up on business travel, accommodation and transport requests for staff and contractors of the department.
• Coordinate the flow of documentation into and out of the department.
• Handle confidential and time sensitive material with tact and discretion.
• Schedule Processing Management and team meetings.
• Track actions / 3W’s (What, Who and When) arising out of meetings.
• Schedule and coordinate safety inspections/meetings and keep record of inspection related actions.
• Document, distribute and file all minutes taken from Department meetings.
• Raise and track contract and warehouse requisitions.
• Coordinate and follow up on the requisitions, in accordance with established procedures.
• Liaise with Supply Chain Management to confirm completion of requisition.
• Conduct a detailed reconciliation of all Department consumables and process any outstanding invoices related to such.
• Coordinate some Departmental projects (i.e. Health Walk Program) from initiation to completion.

Additional Responsibilities:

• Coordinate some Departmental projects (i.e., Health Walk Program) from initiation to completion.
• Conduct a detailed reconciliation of all Department consumables and process any outstanding invoices related to such.
• Organize and schedule Mine Engineering employees’ involvement in mandatory company trainings, medical surveillance and government training requirements.
• Organize and schedule all necessary resources required to accomplish administrative activities.
• Manage the administrative upkeep of the Departmental systems for easy location of documentation and information.
• Maintain the functionality of Departmental systems (i.e., SAP, Nomadis, Cintillate) and inform the Process Maintenance Superintendent of any potential system malfunctions.
• Maintain prudent housekeeping practices in the Processing and Pre-Shift Meeting (PSM) areas.

Health, Safety and Environment

• Prepare safety Key Performance Indicators (KPI’s) for the Processing Team and distribute to the Health and Safety Department at month-end.
• Help coordinate and manage Processing Risk Register.
• Comply with all Health Safety Loss Prevention (HSLP), Environment and Social Responsibility requirements under Newmont’s Integrated Management System.
• Accept personal responsibility for the health and safety of every employee under or assigned to his /her supervision.
• Plan, schedule and coordinate safety meetings.

Reporting and Filing

• Provide clerical assistance by circulating information / messages to department staff who do not have e-mail access to ensure free flow of information throughout the department.
• Maintain current noticeboard for employee related communications.
• Create, maintain and manage large filing systems to effectively manage personal and administrative files, plant log sheets, checklists, reports, permits and minutes for swift retrieval.
• Submit compliance reports for the department, as required.

Stakeholder Interaction

• Coordinate with service providers to arrange and schedule internal and external training programs, meetings and annual medical recalls.
• Liaise between employees and Payroll regarding all pay queries raised and receive and deliver prompt feedback.
• Liaise with Site Services and Newco to verify that maintenance, services, meals and transport requests are executed in a timely manner.
• Organize, coordinate and manage permit approvals for all Business Partners and visitors engaging with the Department.
• Work together with the Human Resources (HR) Department to ensure employees’ personal data forms are filled correctly.
• Work together with the Finance Department to reconcile, process and pay petty cash advance requests, contractors invoices and expense claims.

Work Scheduling and Allocation

• Accomplish work objectives by determining own work schedule.

Your Training, Skills & Experience Checklist:

Formal Qualification (including Professional Registrations):

• High National Diploma in Office Management / Secretarial / Administration, or a related field.

Technical Skills:

• Good communication (written and verbal) and interpersonal skills.
• Good computer literacy skills – Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Good system administration skills.
• Good planning, organizing and prioritizing skills.
• Good business English skills.
• Good coordinating skills.
• Good follow up skills.
• Good database administration skills.
• Good information monitoring and management skills.

Experience: 

• Minimum of 3 – 5 years’ experience in a Personal Assistant capacity / Office Administration environment, with exposure to administrative activities and office support.

Behavioural Attributes:

• Accuracy.
• Commitment.
• Confidentiality.
• Deadline driven.
• Detail focused.
• Takes initiative.
• Multi-tasking.
• Proactive.
• Reliability
• Resilient.
• Team player.

Working Conditions:

• The position is located at the Ahafo South mine site.