The successful incumbent will provide administrative support to the HSSE Team in compliance with management systems and legislative requirements.
- A minimum of a Matric qualification is needed to apply.
- A tertiary qualification in Administration is advantageous.
- Certificate in Safety Management, SAMTRAC is Advantageous.
- A minimum of 2 years' experience in a SHE Administrator or in a similar role.
- A Minimum of 1 year’s experience in the Oil and Gas sector - preferred but not required.
- Experience working with transactional software systems.
- Experience in administrative functions, specifically document control and records management.
- Valid driver’s license and own reliable vehicle.
- MS Office (Word, Excel, PowerPoint, Outlook) proficiently.
- System-related data capturing.
- Administrative Support.
- Provide effective and efficient administrative support to the HSSE functions, Field Engineers and Supply chain, to ensure the achievement of functional objectives.
- Attend to queries and provide timely feedback to ensure efficient problem resolution and customer satisfaction.
- Support administration of data filing and provide data management capacity to the Project Support function, with a particular focus on HSSE File related data.
- Keep meeting minutes and publish minutes within 48 hours of the meeting.
- Support Project Leaders in setting up of HSSE File folders to new projects and establish platform for correspondence.
- Support Field Engineers in the interpretation of NMPIs logged and filter against priorities for them to action.
- Execute all other administrative functions for the HSSE team, including but not limited to arranging meetings, taking and keeping minutes of meetings, etc.
- Document Control and Record Keeping.
- Continuously record, maintain, and administer all documentation related to the HSSE management systems to ensure appropriate availability and tracking.
- Maintain Document control register and system for HSSE-related documents on the official platform.
- Legal appointments.
- Prepare legal appointment letters on request and arrange for signature.
- File legal appointees' training and competence records on official SharePoint platform.
- Track sign-off of legal appointments.
- Track that all required appointments and assignments to the AC Manager.
- Maintain the duty assignment and legal appointment registers.
- Maintain the contract HSSE organogram accurately to reflect the legal appointments recorded on the legal appointments register, as current.
- Statistics Reporting.
- Compile weekly statistical reports.
- Maintain communication with KPI stakeholders.
- Maintain HSSE Audit database as current on official SharePoint platform.
- Capture SHE Metrics on the official SharePoint platform, at the end of every month.
- Manage communication to corporate and functional units in the case of injuries, incidents, HPI (high potential incidents) and fatalities within the defined timeframes.
- Manage the distribution and compilation of Safety, Health, and Environment communication material.
- Distribution of client and Pragma internal communication including lessons learnt.
- Evaluate the commitment and acceptance of communication sent.
- Report which contractors participated and which did not.
- Incident Management.
- Maintain an Incident register as current.
- Maintain effective communication with stakeholders for all incidents reported.
- Maintain incident specific folders for each folder as prescribed.
- Monitor and provide feedback on incident corrective actions.
- HSSE Audits.
- Maintain an Audit database as current.
- Receive and file HSSE Audit reports on official SharePoint platform.
- Follow up with contractors’ submission of Corrective actions.
- File evidence of close out findings.
