Administrative Assistant - Newmont Mining Corporation

Newmont is the world’s leading gold company and a producer of copper, silver, zinc and lead. The Company’s world-class portfolio of assets, prospects and talent is anchored in favourable mining jurisdictions in Africa, Australia, Latin America & Caribbean, North America, and Papua New Guinea. Newmont is the only gold producer listed in the S&P 500 Index and is widely recognized for its principled environmental, social and governance practices. The Company is an industry leader in value creation, supported by robust safety standards, superior execution and technical proficiency. Newmont was founded in 1921 and has been publicly traded since 1925.

At Newmont, people create value in the metals we mine and are ambassadors in the communities where they live and work. As a team, we foster an environment in support of our people vision, where everyone belongs, thrives and is valued. We have built a diverse and inclusive workplace where our people can bring their differences to support delivering results together.

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 for.

ADVERTISEMENT - CONTINUE READING BELOW

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.

Join us and unearth your potential in a global company that is at the forefront of shaping the future of the mining industry.

About This Role:

• To provide administrative duties and support relating to the day-to-day running of the Department, 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 organisation for the Department, 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.
• IT request catalogues.
• 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 Department.
• Manage and maintain both shift and leave rosters for Management, Professional, and operators and maintainers 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 Supervisor timeously.
• Coordinate and manage daily and weekly employee timesheets for approval and submission to Human Resources.
• Coordinate and maintain the PPE data tracker.
• Determine employee requirements and issue controlled 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 department Management and team meetings.
• Track actions/3W’s 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.
• Organise and schedule the departmental employees’ involvement in mandatory company trainings, medical surveillance and government training requirements.
• Organise 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, Enablon) and inform the Supervisor of any potential system malfunctions.
• Maintain prudent housekeeping practices in the department and PSI areas.

ADVERTISEMENT - CONTINUE READING BELOW

In This Role You Will:

Health, Safety and Environment

• Prepare safety KPI’s for the Department Team and distribute to the Health and Safety Department at month-end.
• Help coordinate and manage Department Risk Register.
• Comply with all 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.
• Organise, coordinate and manage permit approvals for all Business Partners and visitors engaging with the Department.
• Work together with the 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.
  
  

ADVERTISEMENT - CONTINUE READING BELOW

Additional Knowledge:

• Detailed knowledge of vendors and suppliers applicable to the department.
• Knowledge of administration and communication processes, procedures and systems.
• Knowledge of the Newmont’s invoicing and requisition processes, procedures and systems.

Experience:

• Minimum of 1– 2 years’ experience in a Personal Assistant capacity / Office Administration environment, with exposure to administrative activities and office support.

Technical Skills:

• Advanced communication (written and verbal) and interpersonal skills.
• Advanced computer literacy skills - MS Office (Word, Excel, PowerPoint and Outlook).
• Strong typing skills.
• Strong system administration skills.
• Strong planning, organising and prioritising skills.
• Strong administrative skills.
• Strong business English skills.
• Strong coordinating skills.
• Strong follow-up skills.
• Sound database administration skills.
• Sound information monitoring and management skills.

Behavioural Attributes:

• Accuracy.
• Approachable.
• Commitment.
• Confidentiality.
• Deadline Driven.
• Detail focused.
• Diplomacy.
• Firm.
• Independent.
• Multi-tasking.
• Pro-Active.
• Reliability
• Resilient.
• Self-Responsibility.
• Telephone Etiquette.
• Team player.
• Ability to work effectively within a collaborative, team-based and multi-national / cultural environment.