Datafin

Senior Executive PA

Finance/Admin ~ HR
Cape Town – Western Cape

ENVIRONMENT:
YOUR superb organisation skills, exceptional eye for detail & ability to plan, prioritise and manage expectations is sought by a fast-paced Service Provider in the Oil and Gas sector looking to fill the role of its next Senior Executive PA. Your role will include Diary Management, P-card verification and approvals in SAP Concur, Supplier invoice processing in SAP4Hana (non-IT suppliers) while providing HR & Talent Management admin support. The ideal incumbent must be able to thrive under pressure with demonstrable organisation and problem-solving skills. You must have 3-10 years’ proven experience in office support and administration, including supplier and stakeholder engagement and senior management support, Advanced MS Office, including Word, Excel, PowerPoint & Outlook, solid knowledge of Supplier Management & SAP exposure / having worked on a system to manage invoices and expenses.
 
DUTIES:
HR VP Support – General and confidential support to HR VP, including but not limited to –
  • Diary Management.
  • Meeting organisation and preparation.
  • Expenses: P-card verification and approvals in SAP Concur.
  • Presentation / Documentation preparation.
  • Conference organisation and administration.
  • Follow -up on all actions emanating from the HR Business Review.
  • Record and type agendas, minutes, memos, letters, reports and presentations when required.
  • Travel Management (visas, flights, accommodation etc.).
  • Support as required, including COVID tracking of positive cases, reintegration back into office and vaccinations across the group.
  • Leave Planning.
  • HR Filing.
  • HR Support.
 
Office Management
Office Services Focal Point –
  • Manage post box; coordinate collection / distribution of mail and newspapers.
  • DHL / FedEx mail shipments.
  • Annual subscription renewals for newspapers and post office box.
  • General office and meeting room appearance, and office equipment maintenance.
  • Manage parking arrangements and coordinate security access.
  • Management of stationery orders and business card orders and calendar.
  • Service provider supervision (daily cleaners, quarterly pest control, mail / couriers).
  • Catering for ad-hoc office events.
  • Supplier invoice processing in SAP4Hana (non-IT suppliers).
  • SA V-net website – arrange updates as required.
  • Management of milk orders and other kitchen supplies, e.g., tea / coffee etc.
  • Coordination of year-end function.
HSSE Focal Point –
  • Co-ordinate training for office HSSE Representatives as required.
  • Involved in HSSE vetting of suppliers on ad-hoc basis.
  • Co-ordinate annual Safety Day.
Travel Focal Point –
  • E-mail distribution of invoices for Rennies and transport providers.
  • Compilation of HR visitor invitation letters, confirmation of employment letters, joining instructions as requested by travellers.
 
HR Administrative Support –
  • Organise business meetings, telecons, conferences, seminars, workshops, away-days as required.
  • Manage and co-ordinate travel arrangements as applicable (visas, itineraries, accommodation, transfers), regionally and internationally.
  • Focal point as agreed for end-to-end coordination of Executive Management visits and other key visitors to SA
  • ad-hoc preparation of documents, presentations and correspondence.
  • Timeous distribution of HR / office services bulletins.
  • Timeous processing of HR invoices, appropriate accruals where required.
  • Assisted with P-card recons in SAP Concur as required.
  • Handle birthday celebrations/daily communications, farewells and department awards.
 
Supplier Management (Office Services) –
  • Assisted with evaluation of cost pricing comparisons and quotes for identified suppliers, e.g., travel and accommodation.
 
Talent Management Admin Support –
  • Assist talent team with business travel arrangements when visiting SA.
  • Ensure central moves are updated in Psiber (as per “People on the Move” bulletins).
  • Upload updated Central Org Structures to V-Net.
  • Organise business meetings, telecons, conferences, seminars, workshops, away-days as required.
  • Assist with logistics (all aspects of preparation) for Senior Leadership Programme / Emerging Leaders Programme e.g., flights, accommodation, venue, joining instructions, etc.
  • Human Capital Review data preparation (ad hoc).
  • Maintain Talent Team travel schedule.
  • Ad-hoc data requests and support (creating / adding missing data in spreadsheets, consolidating, preparation of talent profiles).
  • Support data preparation for reporting purposes.
  • Assist Talent Managers with arranging monthly calls with HRMs.
  • Support the delivery of Talent Management, Performance Management, Leadership Development, and Employee Survey Projects.
  • Manage vendor relationships and processing (contracts, purchase orders, vendor KYC, etc.) across the Talent Management COE.
 
Learning and Development Admin Support –
  • Programme co-ordination for leadership programmes as agreed (start to end process).
  • Update implementation schedules.
  • Facilitator travel arrangements where required.
  • Prepare self-assessment links / learning styles in Survey Monkey for OYG delegates upon request.
  • Ensure timeous delivery of training programme files (shipments via DHL as required).
  • Print training material and completion certificates as required.
  • Follow up on OU payment of facilitator / vendor invoices.
  • Assist with logistics for xPedient Project Management training.
 
REQUIREMENTS:
  • 3-10 Years proven experience in office support and administration, including supplier and stakeholder engagement and senior management support.
  • Advanced knowledge of MS Office, including Word, Excel, PowerPoint & Outlook.
  • Good Personal Mastery (prioritization, problem-solving, achievement, initiative).
  • Good knowledge of Supplier Management.
  • Strong Administration skills (documentation, filing, bookings, accuracy and quality of work etc.).
  • SAP exposure / having worked on a system to manage invoices and expenses.
 
Advantageous –
  • A knowledge of payment systems (SAP4Hana).
  • Events Management experience.
 
ATTRIBUTES:
  • Demonstrable organisation and problem-solving skills.
  • High attention to detail.
  • Excellent written and oral communication with fluency in English.
  • Ability to adapt easily to change.
  • Able to grasp and interpret processes and procedures efficiently.
  • Can prioritise work in order of importance.
  • High level of ownership and independence.
  • Ability to work in fast changing environment with numerous stakeholders and demands.