data-careersite-propertyid="title" class="rtltextaligneligible">Administrative Assistant

Date: Apr 30, 2024

Location:

Ahafo, GH

Workplace Type: Onsite

Newmont Mining Corporation is a leading global gold producer with key assets in Nevada, Peru, Australia, Ghana and Suriname.

Newmont’s Africa Operations holds two gold mining operations in Ghana: the Ahafo Mine located in the Brong-Ahafo region and the Akyem Mine located in the Eastern region. There is also near mine exploration and development focus in Ghana to annually replace gold reserves. Newmont Africa also has early-stage exploration programs in the African countries of Ethiopia and Morocco.

Our Africa operations employ approximately 5,900 employees and contractors, with the majority working at the Ahafo Mine. We offer an unparalleled blend of opportunity and career satisfaction with all the benefits you would expect from a global company. This, combined with our growth opportunities, makes Newmont a great company to work.

Our Akyem and Ahafo mines have made significant sustainable community development investments in our host communities. These include establishing Development Funds at our Akyem and Ahafo operational areas with each mine contributing US$1 per ounce of gold sold and 1% of net pre-tax annual profit into its community development fund.

The only gold company listed in the S&P 500 index, Newmont in 2007 became the first gold company selected to be part of the Dow Jones Sustainability World Index. Newmont’s industry leading performance is reflected through our Africa operations’ high standards in environmental management, health and safety for our workforce and creating value and opportunity for our employees, host communities and Newmont’s shareholders.

About This Role:

• To provide administrative duties and support relating to the day-to-day running of the Department, to facilitate the achievement of the department’s objectives.

In This Role You Will:

General Administration

• Perform professional administrative functions such as coordination, planning and office organisation for the Department, staff, Contractors and Consultants.

• Identify and adhere to deadlines and priorities and obtain necessary approvals for completed work, as required.

• Manage and coordinate the following for effective administrative practices:

• staff roster.

• call receipt and screening.

• mail delivery.

• meal rosters.

• leave schedules.

• IT request catalogues.

• purchase / warehouse requests on SAP.

• employee expense report.

• vehicle checklist tracking.

• site access arrangements.

• office supplies.

• general office administration.

• Compile and coordinate shift system for the department.

• Manage and maintain both shift and leave rosters for Management, Professional staff, and Operators / Maintainers staff in the section.

• Provide clerical assistance by circulating information / messages to other staff of the department via electronic and physical board postings.

• Coordinate the department’s office supplies and facilities through regular stock taking of stationery / inventory and conduct restocking, as required.

• Issue and maintain inventory and store office supplies securely and cost effectively.

• Track cost expenditures accurately and raise any detected deviations to the Supervisor timeously.

• Coordinate and manage daily and weekly employee timesheets for approval and submission to Human Resources.

• Coordinate and maintain the personal protective equipment (PPE) data tracker.

• Determine employee requirements and issue-controlled PPEs in line with standard operating procedures, to prevent abuse and manage costs.

• Coordinate, action and follow up on business travel, accommodation and transport requests for staff and contractors of the department.

• Coordinate the flow of documentation into and out of the department.

• Handle confidential and time sensitive material with tact and discretion.

• Schedule department management and team meetings.

• Track actions, Who, What & When (3W's) arising out of meetings.

• Schedule and coordinate safety inspections / meetings and keep record of inspection related actions. Document, distribute and file all minutes taken from department meetings.

• Raise and track contract and warehouse requisitions.

• Coordinate and follow up on the requisitions, in accordance with established procedures.

• Liaise with Supply Chain Management to confirm completion of requisition.

• Conduct a detailed reconciliation of all department consumables and process any outstanding invoices related to such.

• Coordinate some departmental projects (i.e. Health Walk Program) from initiation to completion.

• Organise and schedule the departmental employees’ involvement in mandatory company trainings, medical surveillance and governmenttraining requirements.

• Organise and schedule all necessary resources required to accomplish administrative activities.

• Manage the administrative upkeep of the departmental systems for easy location of documentation and information.

• Maintain the functionality of departmental systems (i.e. SAP, Nomadis, Enablon) and inform the Supervisor of any potential system malfunctions.

• Maintain prudent housekeeping practices in the department and Pound per Square Inch (PSI) areas.

Health, Safety and Environment

• Prepare safety Key Performance Indicators (KPI’s) for the Department Team and distribute to the Health and Safety Department at month-end.

• Help coordinate and manage Department Risk Register.

• Comply with all HSLP, Environment and Social Responsibility requirements under Newmont’s Integrated Management System.

• Accept personal responsibility for the health and safety of every employee under or assigned to his / her supervision.

• Plan, schedule and coordinate safety meetings.

  Reporting and Filing

• Provide clerical assistance by circulating information/messages to department staff who do not have e-mail access to ensure free flow of information throughout the department.

• Maintain current noticeboard for employee related communications.

• Create, maintain and manage large filing systems to effectively manage personal and administrative files, plant log sheets, checklists, reports, permits and minutes for swift retrieval.

• Submit compliance reports for the department as required.

  Stakeholder Interaction

• Coordinate with service providers to arrange and schedule internal and external training programs, meetings and annual medical recalls.

• Liaise between employees and payroll regarding all pay queries raised and receive and deliver prompt feedback.

• Liaise with Site Services department and NEWCO catering services to verify that maintenance, services, meals and transport requests are executed in a timely manner.

• Organise, coordinate and manage permit approvals for all Business Partners and Visitors engaging with the department.

• Work together with the Human Resources Department to ensure employees’ personal data forms are filled correctly.

• Work together with the Finance Department to reconcile, process and pay petty cash advance requests, contractors invoices and expense claims.

  Work Scheduling and Allocation

• Accomplish work objectives by determining own work schedule.

Training & Experience

Formal Qualification (including Professional Registrations):

• High National Diploma in Office Management /Secretarial/ Administration, or a related field.

  Additional Knowledge:

• Detailed knowledge of vendors and suppliers applicable to the department.

• Knowledge of administration and communication processes, procedures and systems.

• Knowledge of the Newmont’s invoicing and requisition processes, procedures and systems.

  Experience:

• Minimum of 1– 2 years’ experience in a Personal Assistant capacity / Office Administration environment, with exposure to administrative activities and office support.

  Technical Skills:

• Advanced communication (written and verbal) and interpersonal skills.

• Advanced computer literacy skills - MS Office (Word, Excel, PowerPoint and Outlook).

• Strong typing skills.

• Strong system administration skills.

• Strong planning, organising and prioritising skills.

• Strong administrative skills.

• Strong business English skills.

• Strong coordinating skills.

• Strong follow-up skills.

• Sound database administration skills.

• Sound information monitoring and management skills.

Behavioural Attributes:

• Accuracy.

• Approachable.

• Commitment.

• Confidentiality.

• Deadline driven.

• Detail focused.

• Diplomacy.

• Firm.

• Independent.

• Takes initiative.

• Multi-tasking.

• Proactive.

• Reliable

• Resilient.

• Self-responsibility.

• Telephone etiquette.

• Team player.

• Ability to work effectively within a collaborative, team-based and multi-national / cultural environment.

Working Conditions

• The position is located at the Ahafo North mine site.

• The physical demands and work environment characteristics described here are representatives of those that must be met by an employee to successfully perform essential functions of this job.

• Physical Demands: While performing the duties of the job, the employee is required to sit at a desk for extended periods, climb stairs, walk and stand.

• Work Environment: The noise level in the office work environment is minimal.

  We understand no candidate will meet every single desired qualification. If your experience looks a little different from what we’ve identified and you think you can bring value to the role, we’d love to learn more about you!

  Our business success comes from the accomplishments and well-being of our employees and contractors. Our goal is to build a workplace culture that fosters leaders and allows every person to thrive, contribute, and grow. We are committed to selecting and developing our employees, and to establishing a work environment where everyone can take an active part in reaching our strategic goals while feeling a sense of pride in working at Newmont.

  Newmont seeks to recruit, hire, place and promote qualified applicants, meaning applicants who meet the minimum requirements of the position, without regard to personal characteristics such as gender, race, nationality, ethnic, social and indigenous origin, religion or belief, disability, age or sexual orientation or any other characteristic protected by applicable law. As part of our diversity efforts. females are encouraged to apply.

  NOTE: Newmont does not ask for or require job applicants to pay money to apply or be considered for employment with the Company. In addition, Newmont does not ask potential job candidates to provide sensitive personal data without first submitting a job application through our secure, online portal, and only as requested for legitimate business purposes. If you are asked to provide money or sensitive personal data through any other means, do not respond and please report this immediately to it.sec@newmont.com .