Administrator/SHEQ Officer

Job description

The company has a vacancy for an Administrator/SHEQ Officer who will be based in Kalumbila, Zambia.

Objective of JobVolunteer opportunities

Carry out and oversee all administrative functions on site to the highest possible standard, applying the laid down procedures and specifications by Rolls-Royce Solutions in the site office and site warehouse. This is the main function of the job.
Control the site parts warehouse including the ordering and booking out of parts.

Key Performance Areas & Duties

Supply Sales Quotation to customer upon customer request, within contractual timelines.
Keep a register of all quotations sent out and follow up on outstanding purchase orders. This register is to be updated daily and is to be sent to the Senior Man on Site and the Supervisor before close of business each day.
Inform Senior Man on Site once a purchase order has been received, so that he can carry out the requested task.
Carry out all warehouse functions needed to maintain the spare parts and correct stock levels in the onsite warehouse to ensure the availability of spare parts to minimize engine down time.
Control all stock related tasks (stock takes, stock ordering, binning, labelling, stock rotation, warranties and core returns).
Keep records of site-specific tooling and equipment and report any breakages to the Senior Man on Site immediately.
Ensure that all warranty parts are labelled and sent to the warranty store with supporting documentation. Arrange with Logisitcs for warranty parts to be sent back to Johannesburg to be kept in the warranty store.
Involve the Account Manager and Senior Man on Site in all warranty decision making. Ensure that all warranty documentation, as per warranty procedures, is completed and submitted within warranty timelines.
Ensure that all parts cores are returned to Johannesburg for credit with the correct supporting documentation after completion of the job.
Ensure that all timesheets are completed daily and forwarded to the Rolls-Royce Solutions South Africa Account Manager on Fridays with supporting documents for any overtime booked. The Country Manager will check and sign the timesheets; upon receipt of the signed timesheets, they are to be captured in the SAP system.
Daily invoicing, capturing and controlling of labour (man) hours, parts, costs and stock onsites.
Daily follow up to ensure invoices are processed for timely payments and controlling of debtors. This includes following up on queries on invoices submitted for payment to ensure all invoices are paid within the stipulated payment terms.
Daily filing of field service reports, despatch notes and all related site paperwork.
Adhere to the Rolls-Royce Solutions South Africa systems and procedures to ensure smooth running of the site operation.
Updating and maintaining of the Safety Files and Passport360 system (Mine’s safety system), and ensuring that all employees are aware of new updates to documentation. All new documents are to be signed by every employee on site and the signed documents are to be filed and uploaded onto the Passport360 system.
Booking of training, inductions, medical fitness, exit medicals and annual renewals on Passport360 and The Health Source. This is inclusive of the internal SAP processing and ensuring on time payment by Rolls-Royce Solutions for the subject task.
Provide administrative support and assist all technical staff in your team to carry out their duties.
Submit employee leave on ESS system.
Ensure a safe working standard at all times, in accordance with the Mine Health and Safety Act.
To represent the company in a professional manner on site.
All work must be carried out in accordance with the relevant site requirements and in accordance with the related contract, including changes from time to time.
Ensure site requirements are kept up to date; this includes stationery, PPE, protective clothing and consumables required. Orders to be sent to Logistics bi-weekly so that the items can be sent with the parts shipments.
Maintain engine data on the fleet – service planning based on engine hours, engine maintenance history, truck hours, etc.
Ensure disks and vehicle licenses are up to date, fuel cards are ordered before expiring and assist technicians with service bookings, etc.

Competencies

SAP
High level of technical experience
Matric and Diploma in finance/Commerce
OHS certificate and experience
6 months + experience as an Admin/SHEQ Officer

Software Access

SAP
Microsoft Package (Outlook/Word/Excel/Access/PowerPoint)
SOE Business Portal
Workday
Ariba

If you are interested in this exciting vacancy, please send your CV, relevant certificates, and a letter

of motivation, stating the position you are applying for by 10 April 2026 to Shelly Mtiyane

shelly.mtiyane.external@ps.rolls-royce.com.