Administrative Coordinator - Newmont Mining Corporation

Newmont Mining Corporation is a leading global gold producer with key assets in Nevada, Peru, Australia, Ghana and Suriname.

Newmont’s Africa Operations holds two gold mining operations in Ghana: the Ahafo Mine located in the Brong-Ahafo region and the Akyem Mine located in the Eastern region. There is also near mine exploration and development focus in Ghana to annually replace gold reserves. Newmont Africa also has early-stage exploration programs in the African countries of Ethiopia and Morocco.

Our Africa operations employ approximately 5,900 employees and contractors, with the majority working at the Ahafo Mine. We offer an unparalleled blend of opportunity and career satisfaction with all the benefits you would expect from a global company. This, combined with our growth opportunities, makes Newmont a great company to work.

Our Akyem and Ahafo mines have made significant sustainable community development investments in our host communities. These include establishing Development Funds at our Akyem and Ahafo operational areas with each mine contributing US$1 per ounce of gold sold and 1% of net pre-tax annual profit into its community development fund.

The only gold company listed in the S&P 500 index, Newmont in 2007 became the first gold company selected to be part of the Dow Jones Sustainability World Index. Newmont’s industry-leading performance is reflected through our Africa operations’ high standards in environmental management, health and safety for our workforce and creating value and opportunity for our employees, host communities and Newmont’s shareholders.

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.