Company: TotalEnergies
Location: South Africa
Table of Contents
Candidate Profile
Activities
Context & Environment
Candidate Profile
A diploma in secretarial studies and/or administration or equivalent would be preferable.
Prior experience, minimum 3 years, supporting senior level executives or in a senior secretarial or administrative role.
Excellent organisational and administrative skills with ability to multi-task coupled with excellent relationship skills with the ability to work with people from all levels and areas of the business.
Sound knowledge of Microsoft Office suite.
Knowledge of SAP and Purchasing modules would be an added advantage.
Ability to use initiative and foresight to prioritise and assist the GM to achieve goals and meet deadlines.
Key competencies, honesty and integrity, adherence to principles, values and policies and procedures, delivering results and meeting customer expectations, attention to detail, ability to work with others (team-work).
English is the working language.
Activities
Office Management of the RETAIL, HSEQ & STRATEGY
Manage and prioritize diaries of the GM: Strategy, Retail, HSEQ
Maintain effective diary planning and coordinate meetings with staff and external parties.
Prepare & manage GM’s travel (local & International) ensuring cost containment or savings.
Arrange travel insurance, subsistence allowance in line with policy. Prepare Invitations letters for staff travelling globally and international guests visiting South Africa.
Maintain sort, route email, mail and file documents as required.
Answer/manage all telephonic/electronic and/or written official correspondence between the GM’s office and other offices/parties.
Continuously follow-ups on tasks ensure a smooth transition.
Liaise regularly routinely and proactively with the MD’s office as well as the GM’s and PA’s.
Prepare communication/messages/announcements for the GM’s review and approval.
Source venues for management meetings, both Internal and External.
Maintain effective flow of communication between GM’s, staff and management.
Professional approach to clients on a daily basis.
Refer clients with queries or problems to the relevant people concerned.
Provide professional communication skills at all times.
Assist staff with ad hoc tasks where required.
Document Management: RETAIL, HSEQ & STRATEGY
Complete expense claims for all GM, Retail, HSEQ and Strategy according to policies and procedures.
Ensure processing of PO’s and in liaison with Divisional Managers, GM and Accounts Payable.
Manage and maintain confidential documents submitted to the GM’s office by internal and external stakeholders.
Create a distribution list, check accuracy before broadcasting Retail, HSEQ and Strategy bulletins to all staff and MANCOM.
Coordination of Functions and Events: RETAIL, HSEQ & STRATEGY
HBAgency
HBAgency
Manage all staff welfare activities such as sending flowers re, well wishes, condolences, anniversaries, etc.
Co-ordinate and manage all conferences and staff getaways, prepare itineraries for events and guests.
Source Venues, for Conferences within budgets
Assist with gift selections, speakers and teambuilding.
Assist all teams with Team breakaways.
Assist the Marketing team with Marketing initiatives.
Safe working practices & Quality (HSE)
To observe and practice safe working methods like using equipment safely and correctly at all times and report any potential hazards.
To incorporate continuous improvement on work processes for better service delivery.
To maintain strict confidentiality (clean desk policy) on all matters pertaining to the GM’s office. Feedback to stakeholders on queries raised with GM within 24 hours or earlier and obtain regular feedback from clients.
To effectively manage and minimise HSE risk within area of responsibility by ensuring:
Compliance with all HSE Policies, rules, guideline and legal requirements
Promotion of safe working environment and positively contributing to the company HSE KPIs and risk reduction strategies
That HSE competency requirements are identified & enforced within area of responsibility
Context & Environment
- Working with various stakeholders and staff on diverse matters both our internal and with external stakeholders, maintaining a professional level of communication and maturity.
- To be customer-focused and be professional at all times.
Application
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