Office Administrator

1.  POSITION DETAILS:

Position Title:

Office Administrator

Reports to:

Plant Manager

Department

Plant Management

Location

Dedisa Peaking Power Plant, Port Elizabeth

Closing date

04th of October 2024

2.  KEY RESPONSIBILITIES

• Day to day efficient management of all administration support
• Ensure document control through an electronic document control system
• Determine and schedules the resources and requirements to support plant staff
• Organise staff travel, office supplies, visa and other requirements
• Establish and implement a document management system
• Development, achievement and reporting of administration dept. KPI’s and objectives in line with the Business Plan;
• Efficient management of resources, supplies and consumables;
• Ensure reporting to stakeholders as required
• Maintain and update personnel records for all employees on site (paper and electronic)
• Maintain employees’ leave record up to date
• Keep track of employees medical screening review dates and make bookings for renewal
• Updating and amending changes to personal employee details
• Coordinate training activities and venues for training
• Keep registers of all training and record training completed by employees on site
• Prepare and submit reports required on a regular basis
• Monitor and track scheduled training attendance on site
• Assist with CSR projects at site level
• Liaise with HR at HQ on all HR activities on site
• Coordinate administration activities with operation, maintenance, finance, and HSE departments
• Adherence and active participation in establishing, implementing and executing Quality, Health, Safety and Environment policies and standards;
• Maintaining high standards and ethics;
• Continuously improve systems and procedures based on experience.

3.  HEALTH & SAFETY:

• The Job Holder will work in a controlled hazardous environment.
• Work Levels and Conditions and Risks:
• Work Level 1 (OSHA scale 1 to 6): the tasks that he/she performs as part of their daily work activities do not represent a risk for their integrity;
• Exposure to Risks:
• Traffic risks, ergonomic risks;
• Risks inherent to the job of secretary while performing inspections, site visits, etc.
• Personal Protective Equipment:
• Hard hat/safety helmet;
• Ear protection (plugs or ear muffs);
• Safety glasses;
• Safety shoes;
• Recommended HPE (Health Protection Equipment):
• Ergonomic office equipment

4.  JOB CONTEXT:

• Peakers Operations (“the Company”) operates two open cycle peaking power facilities through its O&M Agreements with the Owners of Dedisa Peaking Power Pty Ltd and Avon Peaking Power Pty Ltd;
• Dedisa Peaking Power Plant and Avon Peaking Power Plant has capacity of 342 MW and 685 MW respectively;
• The Company is fully owned by Engie with registered office: Block E, Lincolnwood Office Park, Woodlands Drive, Woodmead, 2191, Johannesburg, Republic of South Africa;
• The Owner Company is 38% owned by Engie, 25% by Mitsui, 27% by BEE SPV and 10% by BBBEE SPV;
• The projects are Independent Peaking Power Generation projects, having a 15 years Power Purchase Agreement (PPA) with Eskom Holdings as a single off-taker;
• The Job Holder will be based at the Plant, Republic of South Africa

5.  MODUS OPERANDI:

• The Job Holder works as secretary of the Plant and reports to the Plant Manager.

6.  COMMUNICATION AND WORKING RELATIONSHIPS:

The Job Holder will work and communicate with:

• Internal: The Plant Manager, Administration, Finance, Operation, Maintenance, Health and Safety;
• External:

• Owner, through the O&M agreement
• Other Contractual Counterparties, Contractors, Suppliers, Equipment Manufacturers and Vendors.

7.  FRAMEWORKS, BOUNDARIES AND DECISION-MAKING AUTHORITY:

• Operates within the approved budgetary limits and assigned authorities;
• Is part of the approval process for purchase orders, payments, contracts and master data as defined in the company delegation of authorities, processes, policies and procedures

8.  QUALIFICATIONS, EXPERIENCE AND SKILLS:

Essential Qualifications:

• Demonstrated competence, supported with adequate education and training

Experience:

• At least 5 year experience as secretary, preferably in the power sector
• Knowledge of the IT tools – (Maximo/SAP, MS Office)
• Experience with document management
• Knowledge of Republic of South Africa working practices and customs is a plus
• Used to working within a multi-cultural environment is a plus
• Excellent written and verbal communication skills, capability to communicate clearly and concisely at all levels
• Ability to act independently to prioritize, initiate, resolve and complete actions required to take the business forward to meet goals
• Interaction with finance, operation, maintenance, administration and HSE

Skills:

Behavioral:

• Drive to achieve results through himself and others
• Ability to build and work with multi-cultural and multi-disciplinary staff
• Ability to work together with the other departments in order to achieve the best result for the company
• Take ownership
• Maintains high ethics standard
• Motivation and leadership of team and individual team members
• Respects the others as well as the cultural diversity
• Seek, organize and exchange information for decision making and problem solving
• Ability to create a climate of open communication on personal and professional issues
• Ability to work autonomously, prioritizing tasks and activities in line with business objectives
• Quality and Environment awareness and managing according to quality standards and procedures
• Innovation, vision, creativity, taking initiative, problem solving and decision making
• A pro-active approach to planning and decision making
• Ability to build effective relationships with key stakeholders

Language:

• English Language: excellent communication skills both written and verbal;
• Afrikaans/Zulu is an advantage

IT:

• Computer literate: must have a high degree of skill in Business Computing Applications such as Word Processors, Spreadsheets, PowerPoint and Enterprise Resource Planning applications (Maximo/SAP or equivalent);

9. GENERAL RESPONSIBILITIES:

• Adheres to the Company Policies and Procedures
• Behaves in a responsible way
• Lives the values of the company;
• Undertakes other duties as may be requested within reason.