Executive Assistant, Operations Readiness

Job Description

To act as administrative assistant and to perform a variety of administrative functions in support of specified departmental needs. Incumbent is generally expected to complete work assignments under direct Head of department supervision.

Job Responsibilities

• Approving travel, camp and badge requests
• Responsible for tracking work permit status of MEM key staff and contractors
• Assisting the manger with monthly feedback presentations to ensure understanding of crews
• Key point of contact for monthly report data collection
• Key point of contact for national workforce to communicate with management, especially assisting with translation to avoid misunderstandings
• Managing the site onboarding of all new management and expat staff to ensure a smooth transition to site.
• Management of staff rosters including Expat (Grant to send email to all Expat staff with expectations with this)
• Work closely with Superintendents/Supervisors to manage contracted employees’ time sheets   tracking and tasks assignment.
• Completes expense and manages invoices for the managers and team
• Receives, sorts, and distributes incoming mail
• Prepares and sends courier packages and ensures accurate billing and records
• Orders office supplies and maintains inventory levels
• Maintains the filing system including organizing files, generating labels and archiving and retrieving files as needed
• Enters data relating to staff and maintains records
• Anticipates needs, performs routine and non-routine tasks, and handles high-level or confidential correspondence; ensures accuracy and quality of all work completed

Education and Experience

“Only applications from Mauritanian citizens that hold appropriate working rights will be considered”

• University degree on Business administration or related service
• 3 years’ experience in a similar role
• Excellent Oral and written skills (English)
• Excellent written and interpersonal skills a must have
• Ability to work under pressure a must have

Language Requirements

English

French

Skills

• Ability to work under pressure a must have
• Demonstrated organization skills a must have
• Demonstrable discretion and confidentiality a must have
• Microsoft office, JD Edwards skills a must have
• Ability to work unsupervised a must have
• Past experience in role would be an advantage
• Knowledge of basic office functions, i.e., office machines, telephone systems, copier, fax, binding machines
• Proficiency with Microsoft Word, Excel and PowerPoint
• Proven ability to manage several tasks simultaneously in a deadline-driven environment and excellent organizational skills
• Proven ability to work with a diverse group of individuals
• Strong dictation and typing skills
• Ability to maintain focus on assigned tasks in a fast-paced and dynamic environment
• Professional and detail oriented
• Mining experience would be an advantage