ADMIN ASSISTANT – MAINTENANCE – DEBSWANA DIAMOND COMPANY

Debswana Diamond Company – Corporate Centre would like to invite suitably qualified innovative, results-oriented and self-driven individuals to apply for the position listed and described below and join a professional team driven by service excellence, where the demands of the business are met by encouraging teamwork and addressing the needs of the individual.

ADMIN ASSISTANT – MAINTENANCE REF: DCC 0000496 Tenable: Gaborone

Job Summary

To provide effective office management to PMO, to enhance efficiency and project position image to sections.

Minimum requirements

• O’ Level plus Diploma in Real Estate Management, Business Management or equivalent
• Two (2) years’ experience as an Admin Assistant and thorough experience and knowledge in a wide range of office automation, communication equipment, programmes and procedures
• Advanced MS Office Training
• Class B driver’s license
• Customer service training is an added advantage.

Key Activities

• Assists in the compilation of budget by providing information based on functional sectional resource requirements.
• Updates Maintenance Database by:

Capturing maintenance information in the planned maintenance schedule.

• Comparing daily job card returns with final weekly control sheet and reports.
• Issuing work orders to contractors and ensure the resources are informed accordingly.
• Assisting Maintenance Supervisor on checking work done.
  Provides effective administrative duties to the section by:

• Ensuring that confidential information concerning the contractor’s correspondence is dealt with in an appropriate manner and ensures its safe filing.
• Coordinating and scheduling meetings, ensure venues are secured, necessary equipment for the meeting is available e.g. markers, projectors, tea/coffee etc. Taking Minutes and filing of all records and sectional documentation and Maintain a filing system in accordance with standard filing procedures for speedy retrieval of records and correspondence.

• Using a range of office automation applications and machines including photocopiers, binding machines, fax etc. correspondence, is dealt with in an appropriate manner and ensures its safe filing.
• Assists Facilities Manager and Maintenance Supervisor with procurement activities such

as:

• Capturing PR and Reservations into SAP, follow up the relevant parties in making sure that the ordered goods are delivered on time.
• Managing stock in the area of responsibility to minimise shrinkage loss and ensure continuity to business by monitoring stock level for re-ordering purposes.
• Procurement Tracking for Facilities Manager.
• Provides efficient customer service to all stakeholders.
• Manages all transport requests:
• Planning and scheduling pool vehicles in accordance with transport requirements.
• Monitoring pool vehicles regularly in order to ensure optimal vehicle and driver utilisation.
• Allocating pool vehicles and or drivers to routes according to requests trips.
• Ensuring that all drivers understand and adhere to company policy.
• Ensuring that all bookings are done according to company policy.
• Maintaining a database of all first time drivers eligible to use company vehicles.
• Carries out general campus management duties such as:
• Receiving and obtaining sign off of invoices and submit to Finance.
• Ensuring there is the availability of material such as office consumables.
• Coordinating and control of receiving by ensuring appropriate and safe offloading of goods to our department.
• Adheres to all safety, health and environmental policies in area of responsibility

Competencies

• Honesty
• Attention to detail
• Communication and interpersonal skills
• Tenacity ( work under pressure )
• Planning & Organising ability