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Purpose of Position
To provide efficient service and support, administration, document management and control to the Functional Manager: Process Engineering, General Manager: Engineering (when PA is on leave), General Manager Finance: CFO Sastech (when PA is on leave) and other Sastech Process Engineering Managers/Team Leads as well as their teams, in order to ensure efficiency and effectiveness within the Sasol Technology environment.

Secretarial- and Administrative Support
• Provide office management and executive secretarial support, including coordinating meetings and event logistics, diary management, preparation of documents, and associated office administration;
• Electronic diary management in Outlook for Functional- and other Process Engineering Managers/Team Leads;
• Time management, handling/resolving conflictive meeting schedules and itineraries and do the necessary follow-ups;
• Effective handling and screening of telephone calls;
• Responding to and fielding correspondence on behalf of the manager and escalating and prioritising important correspondence for action;
• Doing necessary follow-ups proactively;
• Manage stationery supplies for Process Engineering team;
• Organising meetings, functions, conferences as well as on site and off site venues and catering for these events;
• Office management: office administration including filing and management of an effective document management and filing system;
• Procure services and materials on the SRM7 and SAP PS8 module;
• Ensure payments to suppliers are made within appropriate timelines by processing the relevant Purchase Requisitions, Service Entries and Service Acceptances;

Travel Arrangements
• Co-ordination of all local- and international travel- and accommodation arrangements, including Per Diem and Advance Calculations for PE team members as well as other Business Units;
• Processing of Travel Authorisation Forms (TAFs), Visa Applications, Employment letters and submitting Cell phone Overseas Travel and Business Non-deduction Letters to HR;
• Processing of Overseas Travel Credit Card Claims.

Document Control & Management
• Preparation and distribution of reports, correspondence and document packs prior to meetings, i.e. Engineering and Process Design Talent Forums;
• Collation of various documents, including Merit Feedback, Performance Agreements, Personal Development Plans, schedules, spreadsheets and graphs and compiling spreadsheets in relation to this;
• Effective document and filing system management;
• Responsible for the processing of all ECSA- and SAIChE Annual Fee claims for the Process Engineering team as a whole.

General Office Administration
• Preparation and formatting of PowerPoint slides for presentations;
• Processing Minutes, Agendas and general correspondence;
• Printing and binding documents;
• Processing of invoices for payment as well as credit card- and travel expense claims for re-imbursements;
• Reconcile relevant accounts and payments;
• Update the Global PE Business Calendar on a regular basis;
• Compile monthly Sastech Process Engineering Function One+ Pager which includes requesting and updating the One Pager+ with relevant information and distributing it to the Sastech Process Engineering team;
• Update the Safety- as well as General Notice Boards on a regular basis;
• Maintain Sastech Process Engineering Distribution Lists on the Global Address Book;
• Update organograms for Process Engineering, Rosebank on a regular basis;
• Maintain the Process Engineering Human Capacity Statistics;
• Merit Feedback - Requests & Consolidate feedback.