Team Assistant-Sasol

Base Chemicals
Base Chemicals markets a broad portfolio of commodity chemicals globally. The business consists of three key divisions: Polymers, Solvents, and Explosives & Fertilisers (E&F).
Our key products include:
polymers (polyethylene, polypropylene, polyvinyl chloride);
solvents (ketones, alcohols, acrylates), chlor-alkali chemicals (caustic soda, hydrochloric acid) and mining reagents (cyanide);
bulk and packaged explosives including specialised blasting accessories;
ammonium nitrate base products; and sulphur derivatives.
To support our customers we operate a Polymer Technology Services Center that provides research and development relating to polymer-related applications. We also provide agronomic and product support to our fertiliser customers as well as full blasting service and product support to our mining industry customers.
ABOUT THE ROLE / PURPOSE OF THE JOB
To provide a day-to-day secretarial services to Senior Managers and team members.
To communicate at all levels internally and externally.
Rendering a professional typing service and Management reception.
Organising of meetings, functions, conferences, etc.
Visitors access control.

Accurate document management.
General office administration.
Handling of sensitive and confidential issues.
Excellent customer relationships.
High standard of integrity and build and use networks to resolve problems
JOB REQUIREMENTS
Grade 12 (Must)
A secretarial diploma and/or secretarial certificate (Added advantage)
At least 5-7 years secretarial experience in a middle management environment.
Computer literate (MS Outlook, MS Word, MS Excel, MS PowerPoint)
Sound knowledge and competent in SAP, Live link, travel management and visitors scheduling.
Core Elements of Job
Effectively manages the diaries/calendars of the Senior Manager and team (eg scheduling of meetings as agreed)
Effectively manages diaries, by ensuring the availability of key stakeholders and helps the Senior Manager to co-ordinate critical meetings within the required timelines
Effectively manages the daily operations of the Senior Managers
Responds to all meeting invitations and ensures proper consultation with the relevant stakeholders
Pro-actively anticipates and responds to diary clashes and resolves conflicts
Book meeting rooms and organise access and parking for visitors
Arrange for the necessary catering and refreshment needs for meetings/sessions
Monitors the email and in-boxes for the Manager and provides necessary support based on the action that is required for eg urgent requests to be sent, queries to be handed over to relevant member of the team, meeting deadlines for submissions of all relevant documents
Receive and screen visitors and telephone calls, take messages, schedule appointments for management staff and provides information to callers
Performance a full range of secretarial assignments such as composing and typing routine letters, memoranda, reports and minutes of meetings
Project a professional company image through in-person and phone interaction (quality, cost effective service and support on time)
Assists in drafting of the agenda for internal and external meetings and ensures timely distribution to meeting attendees before the meetings take place. Distribute to relevant stakeholders in time.
Plan and organise events such as conferences, annual events, monthly committee meetings and weekly team meetings
Creates, transcribes and distribute meeting agenda and minutes
Prioritise and negotiate organisational needs regarding meetings, timeframes and deadlines
Governance of all secretarial procedures, work instructions and typing rules
Attend meetings, take minutes and meeting notes
Works independently to manage and plan projects and executes on deliverables within timelines (good time management)
Proof read and correct prepared materials for grammar, format and completeness
Provides and efficient and responsive administrative, organisational and logistical services to the SVP/VPs
Assist VPs by helping them to manage and priorities their time and ensure that a high level of service is maintained
Plan and organize the workload and the initiatives to resolve issues quickly in an appropriate manner and cope with changing of priorities and needs to be flexible and adaptable
Maintain and prepare office records, reports and correspondence (office admin/management)
Utilise, reconcile and manipulate data for management reports from different internal and external sources (technology and equipment utilisation)
Apply and understand information in order to extrapolate key data (management of information flow)
Organise and store paperwork, documents and computer based information and comply with internal standards
Store and file documents for easy future access (create/develop new documentation) and maintain hard copies and an electronic filing system
Keep abreast of technological change and master new technology to be current
Compose, type and distribute meeting notes, routine correspondence and minutes (accurate information management)
Photocopy and print documents as and when requested/necessary
Identify and schedule appropriate venue, travel and accommodation arrangements (locally and internationally)
Manage the logistics of all venues, travel and accommodation requirements
Make the necessary passport arrangements, international visas, international drivers' licenses, car hire, international roaming facilities, foreign currency allowances, if and when required
Develop and maintain effective relationships with internal/external customers through oral and written communications
Keep self-informed on industry developments and understand sensitivities around competitors
Adapts the content, style and medium of communication to ensure appropriateness and to maximise understanding and impact amongst a wide range of audiences
Assist other Secretaries, Administrative employees on systems/processes, if and when needed
Effectively responds to internal stakeholder queries in a timely manner
Manages a number of requests and situations at one time
Order and control tea services and supplies and reporting faulty coffee machines, etc
Report on faulty office equipment and assist in ordering furniture on leaders request
Order and maintain stationery and equipment timeously and keep the necessary records (PO/PR's/Notifications/Requests)
Control stock of stationery/office supplies (awareness, focus and control of cost/budget)
Provide recommendations on improvement opportunities in the admin function for eg ways to save costs, increase efficiency, to save time, etc) taking rules and procedures into consideration
Assist with cost code control with regards to flowers and gratitude, invoices and payments
Assist with managing/maintaining budgets

Competencies
Able to work under pressure, independently and innovatively
Prioritise and control of workload
Self- Mastery - Takes accountability for driving own growth through developing self-awareness, reflecting, seeking feedback and self-correcting.
Self-confident
Self-motivated
Good computer skills
Knowledge of Risk & SHE documentation and templates
Accepts responsibility for own actions - consistent behavior
Handling of sensitive issues - maintains confidentiality at all times
Plans realistically a variety of tasks into a logical process
Delivers against accountabilities, especially improvement of own responsibilities
Excellent organising, administration and communication skills
Knowledge of SAP and related technology
Maintain a follow-up system to meet deadlines
Accurate recordkeeping
Vendor and asset management
Appropriate knowledge of SHERQ


Apply Here http://bit.ly/2KU7pfI

Job id : , #69228, 49 views,

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