Administrative Assistant

Job description

Overview

We are recruiting!

Our Client in Kitwe, Copperbelt is looking for an Administrative Assistant to join their team for a job vacancy within the mining sector.

To apply or for more information follow the link below.

Job Purpose

The Administrative Assistant will provide comprehensive administrative and clerical support to the mining operations in Kitwe. The role involves managing office activities, coordinating communication, handling documentation, and ensuring efficient daily operations.

Key Responsibilities
General Administration
Perform office management duties, including handling correspondence, scheduling meetings, and maintaining records.
Prepare reports, presentations, and documentation as required by the management team.
Assist in organizing travel, accommodation, and logistics for mine personnel.
Ensure timely procurement of office supplies and maintain inventory records.
Maintain accurate and up-to-date filing systems for both electronic and physical documents.
Human Resource Support
Assist in the onboarding process for new employees, including documentation and induction coordination.
Maintain employee records and update HR databases.
Support payroll processing by collecting and verifying timesheets and leave records.
Financial & Procurement Support
Assist in preparing purchase orders, invoices, and expense reports.
Work closely with the procurement and finance teams to ensure smooth processing of payments and budget tracking.
Maintain records of company assets and inventory control.
Health, Safety & Compliance
Ensure compliance with company policies and mining regulations regarding documentation and reporting.
Support the Health and Safety team by maintaining records of safety inspections, training, and compliance documentation.
Coordinate safety training schedules and track employee participation.
Communication & Coordination
Act as the point of contact between management, employees, suppliers, and external stakeholders.
Coordinate and schedule meetings, including taking minutes and following up on action points.
Handle internal and external communications professionally and confidentially.
Job Specifications
Qualifications & Experience
Diploma or Degree in Business Administration, Office Management, Human Resources, or a related field.
Minimum of 3 years of experience in an administrative role, preferably in the mining or industrial sector.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Experience with SAP or other ERP systems is an added advantage.
Familiarity with Zambian labor laws and mining regulations is a plus.
Key Competencies & Skills
Excellent organizational and time management skills.
Strong communication and interpersonal abilities.
High level of attention to detail and ability to multitask.
Strong problem-solving and decision-making skills.
Ability to work independently and in a team-oriented environment.
High level of confidentiality and professionalism in handling sensitive information.