Senior Officer, Administration

Role overview

This position provides senior-level professional, technical, and administrative support to the Manager, HR Operations Support. The role is responsible for helping run and improve administrative services across the business, with a strong focus on efficiency, tight cost control, health, safety and environment compliance, contractor performance, accurate records, and invoice scrutiny to prevent unnecessary spend.

Key accountabilities

• Promote and follow the site HSE standards across all administrative activities, making safety a core priority.
• Track contractor performance against safety expectations and contribute to investigations when contractor actions lead to incidents or accidents.
• Oversee and assess the work of key HR administration service providers, including staff transport, catering and canteen operations, cleaning and laundry, and commissary services.
• Run monthly contractor review sessions, record the results, follow up on action points, and ensure closure.
• Set up and maintain controls that confirm services were delivered before invoices are approved for payment in SAP.
• Develop, manage, and refresh administrative tools and databases such as the meal control system and the exit Social Security Fund tracking database.
• Keep records complete, accurate, and ready for audits at all times.
• Support the planning, tracking, and delivery of Opex and Capex budgets for HR Operations Support.
• Maintain spending records for each service provider and review cost trends to keep actual monthly costs aligned with forecasts.
• Supervise daily administrative operations, including staff bus services, fleet tracking compliance, route and timetable checks, and meal delivery and monitoring systems.
• Address service disruptions or operational issues promptly, guide teams through complex situations, and escalate sensitive or unresolved matters to the Manager, HR Operations Support.
• Oversee the checking, compilation, and administration of compulsory social security contributions, voluntary schemes, and claims.
• Coordinate the verification, preparation, and distribution of employee and dependent medical cards.
• Keep the exit Social Security Fund database fully accurate and up to date.
• Ensure invoices are processed on time only after verification, with no cost leakage and monthly spend kept within ±5% of budget forecasts.
• Review supplier invoices against actual work completed and flag any irregularities to the line manager before processing.
• Plan, review, and monitor staff bus transport timetables.
• Plan, review, and monitor food menu implementation and the meal control system for staff meals.
• Manage staff transport services to improve route use, maintain schedule adherence, and resolve delays quickly.
• Handle social security and medical card matters in a timely, respectful, and customer-focused way to maintain internal service satisfaction.
• Work consistently in line with company values, including safety first, respect for others, diversity, accountability, community contribution, and environmental responsibility.

Requirements

• A bachelor’s degree in Business Administration, Human Resources Management, Public Administration, or another equivalent tertiary qualification is required.
• Alternatively, a non-degree qualification may be accepted if supported by extensive relevant experience managing large-scale staff transport and/or catering and cleaning services for sizable employee groups.
• Between 3 and 5 years of experience in senior administration, contract management, or logistics within a large organization is required.
• Experience in a heavy-industry or multinational mining setting is strongly preferred.
• Practical experience in transport logistics for employees, coordination of catering and cleaning services, and handling social security and insurance claims is needed.
• Applicants should have a solid grasp of HSE compliance in administrative and contractor-managed environments.
• Strong capability in contractor management across transport, catering and canteen, cleaning and laundry, and commissary services is essential.
• Experience with invoice checking, SAP-based processing, and cost-control measures that reduce value leakage is required.
• Ability to design, manage, and maintain administrative databases and systems, including meal control and exit Social Security Fund tracking, is important.
• Competence in budget preparation, monitoring, and execution for Opex and Capex, including cost-driver analysis and variance control, is required.
• Knowledge of operational oversight for transport services, route and timetable inspections, fleet tracking compliance, and meal delivery processes is needed.
• Strong records management and documentation skills are required to maintain audit readiness and regulatory compliance.
• Experience handling social security contributions, voluntary schemes, claims, and medical card issuance is expected.
• Good stakeholder communication, escalation handling, and customer service skills are necessary in HR operations.
• High levels of discretion, confidentiality, and attention to detail are essential.

Additional information

This role demands close control of service delivery, budget discipline, and data accuracy. The successful candidate will be expected to maintain zero cost leakage, ensure service-provider invoices are only paid after proper verification, and keep monthly spending within 5% above or below budget forecasts.

Values and working approach

The role must be carried out in line with the organization’s core values: safety first, respect for others, appreciation of diversity, accountability, positive community contribution, and respect for the environment.