PROCESS ADMINISTRATIVE COORDINATOR

Company Overview

Zijin Golden Ridge Limited, operator of the Akyem Gold Mine, is a leading mining company committed to operational excellence, safety, and sustainable development. Our Akyem operation, located in New Abirem in the Eastern Region of Ghana, plays a vital role in the country's mining sector. We are dedicated to high standards in environmental management, health and safety, and creating value for our employees and host communities. We are currently seeking a dedicated and detail-oriented Process Administrative Coordinator to join our team on a fixed-term contract.

Position Summary

The Process Administrative Coordinator is responsible for providing comprehensive administrative and coordination support to the day-to-day operations of the Process Maintenance section. The role is essential for ensuring the smooth, efficient, and organized functioning of the department. This position facilitates the achievement of departmental objectives by performing a wide range of professional administrative duties, from managing schedules and supplies to coordinating documentation and tracking key data.

Key Responsibilities

General Administration

• Perform professional administrative functions, including communication, coordination, planning, and office organization for the Processing Department, staff, contractors, and consultants.
• Manage and coordinate administrative tasks such as staff rosters, leave schedules, vehicle checklists, and site access arrangements.
• Coordinate the department’s office supplies and facilities, including regular stock-taking and restocking of stationery and inventory.
• Manage and maintain shift and leave rosters for management, professional, and operational staff within the section.
• Coordinate and manage daily and weekly employee timesheets for approval and submission to Human Resources.
• Coordinate and maintain the Personal Protective Equipment (PPE) data tracker and issue controlled PPE as required.
• Coordinate, action, and follow up on business travel, accommodation, and transport requests for staff and contractors.
• Schedule Processing Management and team meetings, and track actions (3W's: What, Who, and When) arising out of meetings.
• Coordinate the flow of documentation into and out of the department and handle confidential and time-sensitive material with discretion.

Financial & System Administration

• Track cost expenditures accurately and raise any detected deviations to the Process Maintenance Superintendent in a timely manner.
• Manage purchase and warehouse requests using the SAP system.
• Process employee expense reports.
• Maintain the functionality of departmental systems (e.g., SAP, Nomadis) and inform the Process Maintenance Superintendent of any potential system malfunctions.

Health, Safety & Environment (HSE)

• Comply with all Health, Safety, and Environment (HSE) requirements under the company's Integrated Management System.
• Schedule and coordinate safety inspections and meetings.
• Prepare safety Key Performance Indicators (KPIs) for the Processing Team.
• Help coordinate and manage the Processing Risk Register.
• Accept personal responsibility for the health and safety of every employee under or assigned to their supervision.

Reporting & Filing

• Create, maintain, and manage large filing systems to effectively manage personal and administrative files, plant log sheets, checklists, reports, permits, and minutes for swift retrieval.
• Provide clerical assistance by circulating information and messages to department staff.
• Submit compliance reports for the department as required.

Stakeholder Interaction

• Coordinate with service providers to arrange and schedule training programs, meetings, and annual medical recalls.
• Liaise between employees and Payroll regarding pay queries and deliver prompt feedback.
• Coordinate some departmental projects (e.g., Health Walk Program) from initiation to completion.

Qualifications & Experience

Education

• Minimum of a First Degree in Business Administration, Public Administration, Management, or a related field.

Experience

• A minimum of 2-3 years of experience in an administrative coordination role, preferably within a mining, industrial, or large-scale operational environment.
• Demonstrated experience in office management, records management, and procurement processes.
• Experience with ERP systems, such as SAP, is a strong advantage.

Knowledge, Skills & Abilities

• Knowledge: Strong understanding of office administration, records management, and procurement procedures. Knowledge of health and safety practices in an industrial environment is desirable.
• Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent organizational and time-management skills with the ability to prioritize and manage multiple tasks.
  • Strong written and verbal communication skills.
  • High attention to detail and accuracy in data entry and documentation.
  • Ability to handle confidential information with tact and discretion.
  • Problem-solving skills and ability to work independently.

Key Attributes

• Proactive and self-motivated.
• Strong team player with excellent interpersonal skills.
• Reliable, punctual, and committed to high standards of work.
• Ability to work effectively in a fast-paced and dynamic environment.

Working Conditions

• Location: Akyem Gold Mine, New Abirem, Eastern Region, Ghana.
• Contract Type: Fixed Term Contract.
• This is a site-based role; the incumbent must be willing to work in a mining environment and adhere to all site safety protocols.