ADMINISTRATION ASSISTANT - DEBSWANA DIAMOND COMPANY

Debswana Diamond Company – DCC (Group Projects) would like to invite suitably qualified innovative, results oriented and self-driven individuals to apply for the positions listed and described below and join a professional team driven by service excellence, where the demands of the business are met by encouraging team work and addressing the needs of the individual.

Administration Assistant (1 year FTC)
Ref: DCC 0000215
Tenable at Orapa, Letlhakane and Damtshaa Mines

Job Summary
Provide administrative support function to Project Managers and the project in general.

Requirements

Minimum Requirements

• O ‘ Levels plus diploma in Secretarial Studies, Administration or equivalent
• Two (2) years’ experience in administrative or clerical function

Key Activities

• Coordinate and schedule meetings by making sure that they are board rooms available and all the necessary presentation items like board makers, projectors, etc. are available
• Usage of office automation applications and machines including photocopiers binding machines, fax etc.
• Manages Construction Managers diaries by ensuring that the meetings do not conflict
• Typing a variety of documents in accordance with company corporate governance principles and making full use of information and other facilities available.
• Taking minutes and Filing of all the recorded minutes during all the project progress updates and other departmental meetings.
• Arrange travel and accommodation for Project Managers, project team and all Project official visits on request from supervisor.
• Confi rm travel with individuals concerned thus liaise with Travel agent at all times to secure vouchers for hotel, car and other relevant documents for travel
• Make sure subordinates understand and adhere to Company Travel Policy
• Ensure that Travel claims are submitted to Finance in time
• Ensure availability and reliability of Project vehicles by performing regular audits
• Liaising with LVG on repairs and maintenance of vehicles
• Vehicles registration
• Deploying and dispatching of vehicles in an economic manner, capture PR and Inventory into SAP, follow up the relevant parties in making sure the supplier or the good required are acquired in time.
• Follow up on delivery of goods, ensure on time delivery of required goods
• Manage stock in area of responsibility to minimize shrinkage loss and ensure continuity to business by monitoring stock level for re ordering purposes.
• Arrange work permits for foreign contracted companies.
• Filing and renewal of work permits in accordance with the filing standard procedures for speedy retrieval of records and correspondence
• Receive visitors and make sure they do the entire required prerequisite like Medical exams, SHE induction as well as security induction.
• Arrange transport from Airport and transport to use within town
• Availability of boardroom, refreshments, to ensure they visit is managed well
• Manages stationery for Project Officials
• Receives and batches invoices on SAP and send to DSS
• Recommend and incorporate cost saving initiatives into budgets.
• Ensure Material availability such as PPE, Cleaning, materials, tea, etc.
• Coordinate and control of receiving by ensuring appropriate and safe offloading of goods to our department.
• Keeps and maintains a register of all assets.
• Performs a periodic inspections of assets to determine availability and compliance to maintenance schedule, investigates deviations and makes recommendations to section heads
• Ensures Project facilities are maintained in good working order by performing monthly inspections and report deviations to Township Maintenance section.
• Making follow-up with Township maintenance on outstanding jobs.
• Availability of computers and other essential workstation equipment like tables, chairs etc., and replacement of old ones.
• Adhere to all ECHOS policies and procedures in area of Responsibility.

Competencies

• Communication skills
• Tenacity (work under pressure)
• Planning & Organising ability
• Cooperative
• Attention to details
• Self-driven
• Assertive
• Self-discipline
• Time Management

Closing date and application instructions

Only candidates who meet the above requirements need apply enclosing a current curriculum vitae and certified copies of certificates to
Email: recruitmentHO@debswana.bw.

Closing Date: 01 May 2016

NB: Only short listed candidates will be responded to