Job Opportunities at Shoprite Group of Companies

Purpose of the Job    

• The purpose of the Administrator role is to provide support to the specific People function Portfolio by completing accurate and timeous administrative inputs, checks and document management / filing services to ensure that all People activities are recorded and traceable. The role also renders additional ad hoc support services as required within the function.

Job Category    

• Administrative

Job Objectives    
Employee Centric Delivery: 

• Providing administrative support across relevant 
• People function according to People policies and procedures generally but also more specifically in the People function the portfolio delivers administrative services to. 
• Adhering to legislative as required by the functional role. 
• Escalating concerns or challenges immediately to ensure an efficient flow of work is maintained. 
• Co-coordinating the resolution of queries related to the relevant People function, often communicating on behalf of others and delivering messages to third parties. 
• Compiling and updating documents as required. 
• Capturing, loading and processing of relevant documents on relevant systems. 
• Maintaining filing and recording all required administration on systems for reference and auditing purposes. 
• Making use of official templates and systems for correspondence, memo and related administrative activities. 
• Updating and maintaining People data in accordance with data standards. 
• Conducting general office and/or functional specific administration. 
• Capturing and managing orders in the relevant systems where relevant within the function. 
• Receiving stationery and supplying stationery as per order within the People function and as relevant. 
• Maintaining stock levels and timeously place orders as required and relevant within the function. 
• Liaising with external third parties if required in terms of the People processes within functional area. 
• Ongoing screening of incoming correspondence and addressing according to level of priority for and within the relevant People function. 
• Participating in projects and other adhoc activities like orientating new employees within the first week of joining, compiling lists of stakeholders etc. 

Ensuring work is completed according to the sequence required and agreed prioritisation. 2. People (Self, Team & Organisational): 

• Participating in, and aligning with the People team to deliver solutions and services to the business. Participating in various team activities that foster an innovative, agile and employee centric culture where employees are supported, empowered and valued. 
• Participating in various team activities that foster a wellness culture to ensure that the team team mentally, physically and emotionally feels supported. 
• Participating in the enablement of a culture of open and transparent communication within the team. 

Financial, Reporting & BI: 

• Ensuring accuracy in data input and relevant reports as applicable to the functional area. 
• Using official data sources to inform administrative outputs. 
• Assisting with compiling basic reports for input to broader People requirements. 
• Consolidating basic costs or data as required by the functional area. 

Governance & Compliance: 

• Ensuring compliance with relevant labour relations frameworks and legislation. 
• Ensuring compliance to organisational and legislative governance frameworks and standards including the H&S requirements and POPI Act. 
• Managing the identification and mitigation of functional team and administrative risks. 
• Future-Fit: Participating in the integration and effective flow of work with other service areas and business. Identifying opportunities for continuous improvement in administrative delivery services. 
• Suggesting or sharing ideas related to relevant administrative functional technology requirements where required.

Qualifications    

• Diploma in Administration or equivalent - (beneficial). 
• Grade 12, National Senior Certificate - (essential). 

Experience    

• +1 year in an administrative role with exposure to the specific functional area (portfolio) you are applying to (refer below for nine portfolios) - (essential). 
• Experience within the FMCG, retail sector or similar - (preferred). 

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Purpose of the Job    

• The purpose of the Project Administrator III role is to support the Project Management Office and/or Project Manager by executing project administrative duties with the aim of ensuring all projects meet its delivery and compliance requirements and standards. The role delivers on multiple priorities and is well suited to an organised individual, who has an interest in project management work in a dynamic environment. The role oversees and performs administrative functions concerned with an IT program and includes executing and coordinating project costing and budgeting, scheduling meetings and appointments, processing project related documentation, engaging with contractors / vendors, making travel arrangements, and preparing reports for IT management. 

Job Category    

• IT

Job Objectives    

• Schedule appointments and meetings including updating diaries, maintaining the project calendar, distributing meeting schedules and packs and ensuring all meeting arrangements are in place (e.g. meeting invites and links shared with relevant stakeholders, meeting rooms booked, access to office arranged, etc.).  
• Taking minutes at project meetings and manage the distribution, storage and updating of minutes within agreed standards and timeframes.` 
• Process project related documents (electronic and hard copy) including preparing and creating reports, templates, presentations, memo’s or agenda’s, follow up on deadlines for document submissions, filing and storing of records and data and maintaining an accurate log of all documents filed and uploaded. 
• Execute and coordinate project costing and budgeting.  
• Support projects managers with performing project expense reconciliations and resolving related queries. 
• Capture and process all vendor invoices and payments and support with all vendor queries. 
• Provide project management support to the project teams and project/program manager by participating in project planning sessions and executing related deliverables.  
• Administer all travel arrangements and claims for the project team, ensuring these are timeously and accurately captured and approved.  
• Coordinate and distribute project reports and status updates to project teams and IT management within agreed standards and timeframes.  
• Communicate and follow up on any project related actions, issues and risks and provide timeous feedback to the project team. 
• Ensure all project administrative standards and requirements are in line with Shoprite IT compliance regulations. 

Qualifications    

• Grade 12 certificate. 
• Degree or Diploma in Project Administration or related. 
• Project Management Certification (for example CAPM, MSP). 

Experience    

• Seasoned project administrator with +3 years’ experience in a similar role in a project management office environment.  
• Experience in a retailor FMCGenvironment. 
• Soundlevel of proficiency with MSOffice(specifically Project and Excel). 
• Exposure to and good knowledge of project management methodologies, tools, and software. 
• Good knowledge of project costing and budget management.  
• Good knowledge and understanding of Quality Management as it applies in a project context.

Knowledge and Skills    

• Has excellent administrative skills with strong numeracy skills and budgeting skills. Ability to plan, coordinate and execute project functions, practices and standard operating procedures to realise business unit goals and objectives. 
• Communication, presentation and reporting skills with the ability toclearly, accurately and succinctly convey information and dat. 
• Motivated self-starter, with personal drive and energy and strong integrity– Takes accountability for actions and mistakes. 
• Able to operate independently and plan and communicate deliverables, timelines and responsibilities and ensure on-time delivery. 
• Is customer orientated and committed to providing a high-quality service.Ensures customer needs are understood, assistance is provided, problems are timeously resolved, and expectations are met. 
• Detailed, rule-orientated and organised– Follows procedures, vigilantly watches over work processes,tasks and outputs to ensure accuracy and initiates action to correct any quality concerns. 
• Ability to work under pressure and manage multiple demands while organizing,prioritizing and reordering workload in a rapidly changing and fast-moving environment. 
• Resourceful and solution-orientated– Applying sound judgement and the ability to generate solutions that serve the flow of work,quality and the respective risk mitigation requirements. 
• Governance, compliance and ethical behaviour - Applies the Governance Policy, Code of Conduct and ethical behaviour. Addresses non-compliance and implements suitable corrections. 

Closing Date    
2023/06/21