Plant Secretary

Qualifications, Skills and Experience:

• A good degree from an accredited institution
  

• Trained in advanced computer applications (COSWIN, SYPRO, SAP, Flow centric)
  

• Experience, 2-3 in a FMCG or related field
  

• Minimum of 1year experience in a manufacturing environment
  

Maintain safe healthy and risk-free working environment

• Implement and comply with safety, health and environmental legislation and procedures
  

• Maintain safety and housekeeping standards
  

Front desk management

• Effective and timely handling of office visitors and maintain a register
  

• Maintain good customer care/relationships between stakeholders and the Company
  

• Call handling & screening
  

• Manage access to the PM / HOD/Manager’s office (only authorized access/safe keeping of keys)
  

Secretarial Matters

• Prepare minutes for the PM / HOD/Manager
  

• Draft company memos and letters as directed/requested
  

• Maintain efficient record keeping & filling system
  

• Manage PM / HOD/manager’s Incoming & outgoing mail/messages.
  

• Keep a contacts database of key stakeholders.
  

• Ensuring office cleanliness / Housekeeping/ 5s
  

Administrative services

• Efficient and proper handling of company visitors from abroad in matters relating to letters of invitation, travel (pickups & drop-off for airport &office) and accommodation bookings.
  

• Book, confirm & Process payments for PM / HOD/Manager & their families (Where applicable)’ Air travel, Car hires, Hotel bookings, visa applications.
  

• Ensure consistent availability of office supplies (Stationery & refreshments)
  

• Arrange & book for meetings, conferences, Reviews - Dates; times and ensuring timely and appropriate facilities (venue) and refreshments.
  

• Ensure all office equipment (e.g. printers, projectors) is in good working condition.
  

• Handle any department arrangements around Birthdays; Anniversaries; births; deaths.
  

• Manage PPE receipts and issuing.
  

• Filling & safe custody of company documents
  

Budgets & Spend Analysis

• Prepare and/or contribute to the preparation of the plant's budget
  

• Manage the departmental spend – ensuring costs are posted to the correct codes; handle postings in SAP; raise GRNs, update Q-docs & follow-up on payments
  

• Prepare and present updates on PM's departmental spend
  

• Follow up and process all Housing bills [Rent, Electricity, Water, and Refuse]
  

• Process all outstanding accountabilities for the PM / HOD/Manager
  

• Where applicable process & ensure that all inter - company recharges are done
  

Manage Drivers & and efficient use of Vehicles

• Manage the drivers (Deliverables/ goals, discipline, Schedules, Competency, Leave, Overtime)
  

• Process Drivers claims in system (carwash, transport refunds, lunch).
  

• Keep a log of all department/pool vehicle mileage and maintenance and Usage records
  

Actively participate in the VPO routines

• Actively participate in driving VPO routines for the plant, especiallily the morning routines
  

• Compile, document and keep the onboarding of new hires requirements
  

• Support in compiling VPO reports & updates