First Quantum Minerals Ltd
At First Quantum, we free the talent of our people by taking a very different approach which is underpinned by a very different, very definite culture – the “First Quantum Way”.
Working with us is not like working anywhere else, which is why we recruit people who will take a bolder, smarter approach to spot opportunities, solve problems and deliver results.
Our culture is all about encouraging you to think independently and to challenge convention to deliver the best result. That’s how we continue to achieve extraordinary things in extraordinary locations.
Job description:
Purpose
To provide training administration support function to Kwambula Trades Training Institute and all associated stakeholders.
Key Responsibilities
This position will be required to adhere to all relevant requirements, policies, procedures, and legal regulations pertaining to health, safety, environment and quality, as well as finance, human resources, and any other regulations as required by the company and relevant to the level of the role and responsibilities of the function.
- Front Office Management: Greet and assist visitors, ensuring a positive and professional experience.
- Serve as the primary point of contact for external stakeholders visiting or communicating with the front office.
- Manage incoming calls, emails, and inquiries, directing them to the appropriate department or personnel.
- Maintain a tidy and organized front office area.
- Cleaning Contractor Oversight: Supervise and manage cleaning contractors, ensuring adherence to cleaning schedules, quality standards, and observance of contract stipulations on behalf of the superintendent.
- Conduct regular inspections of the canteen and its surroundings to assess cleanliness and address any issues promptly, on behalf of the superintendent.
- Coordinate and schedule appointments, meetings, and training sessions.
- Monitor and manage stock levels for office supplies, including stationery and other consumables.
- Place orders for replenishment as needed and maintain accurate inventory records.
- Maintain accurate records related to front office activities, e.g., student details during recruitments and throughout their training at Kwambula.
- Provide administrative support to various Kwambula sections as needed, including data entry, filing, and document preparation.
- Schedule and arrange internal training as well as all logistical arrangements.
- Facilitate the payment process for internal and external service providers
- Action all requests and queries relating to training administration.
- Print, bind, and provide support materials for training courses, including modules, Course Control Documents, sign-in sheets, required handouts, evaluation forms, etc.
- Produce and distribute certificates of attendance for internal courses.
- Ensure all sign-in sheets and post-event evaluation forms are returned, reviewed, and collated.
- Logistical arrangements and coordination of the apprentice and learnership program.
- Act as the chief anchor for the entire recruitment process of the new learners on the learnership program from beginning to end (Onboarding, including PPE and accommodation allocation)
- Ensure compliance with relevant training policies & procedures.
- Manage and update all student personal folders
- Establish and maintain a database for the record keeping of training & education of employees.
- Assist with annual budget forecasting.
- Develop and maintain networks with external service providers and all external and internal stakeholders.
- Set up and coordinate meetings, prepare agendas, transcribe and distribute minutes of meetings.
- Attend meetings as requested to record minutes.
- Generate picking slips for required materials in Pronto
- Taking full custody and distribution of Teveta statements of results and certificates
- Any other duties as may be reasonably requested of you by your supervisor, in line with effective operations of the Training Department.
Qualifications
- Minimum of a Grade 12 or equivalent
- Minimum Diploma in Business Administration or equivalent.
Experience
- A minimum of one year of relevant experience in a training administration environment
- Accreditation to teach Maths or Science or both at level 4 (craft certificate) is an added advantage
BEHAVIOURAL TRAITS
- Professionalism
- Confidentiality
- Honesty and integrity
- Fairness
- Adopts and embraces FQM corporate values
OPERATIONAL REQUIREMENTS
- Ability to meet tight deadlines
- Excellent at networking
- Excellent communicator
- Self-starter with minimum supervision
- Good analytical skills
- PC Literacy
- Overtime work when required
Females are highly recommended to apply