PLANT SECRETARY

Dreaming big is in our DNA. It’s who we are as a company. It’s our culture. It’s our heritage. And more than ever, it’s our future. A future where we’re always looking forward. Always serving up new ways to meet life’s moments. A future where we keep dreaming bigger. We look for people with passion, talent, and curiosity, and provide them with the teammates, resources and opportunities to unleash their full potential. The power we create together – when we combine your strengths with ours – is unstoppable. Are you ready to join a team that dreams as big as you do?

The key purpose of this role is to provide administrative support, actively participate in the driving of the VPO routines in the plant.
Key Roles and Responsibilities:
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
  

Minimum Requirements:

• 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
  

Additional Information:

• Band: X
  

ABInBev is an equal opportunity employer and all appointments will be made in line with ABInBev employment equity plan and talent requirements. The advert has minimum requirements listed. Management reserves the right to use additional/ relevant information as criteria for short-listing.
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