Job Description

Main Purpose of the Role:

This role is responsible for the administration and management of the end-to-end subcontractor compliance process, with a strong focus on Health & Safety assessments, contract management, and audits, while providing comprehensive administrative and office support.

Key Performance Areas

Facilitate, Process Subcontractor Health & Safety Assessments, Controls, Monitoring

Administration of and first line checks of subcontractor Risk assessment + Ensure subcontractor meets required criteria with documents supplied as requested
+ Ensure subcontractor has completed Assessment adequately
+ Check validity of all documents supplied
+ Check all documents signed in accordance with requirements
+ Liaise with subcontractors to obtain missing documents and / or information
+ Follow up with Subcontractors to complete process
+ Prepare submission to Health & Safety Manager
+ Complete checklist as per requirements
+ Act on all requests from Health & Safety Manager for additional information
+ Facilitate meetings where required
Document Control and Administration + Document all activities in database tracker
+ Actively manage all subcontractor information in accordance with Audit requirements and ensure information is current.
+ Ensure all documentation is accurately recorded and stored electronically.

Facilitate subcontractor Contract Process

Administration of subcontractor contracts Legal Process Facilitate legal review of documentation Facilitate final Health & Safety contract review Engage with Procurement Document Management Ensure all documentation is accurately recorded and stored electronically.

Subcontractor Audits

Manage Audit calendar Coordinate audit process Coordination Audit operations subcontractors sites once yearly (paper audit). Document process. Physical site audit where required (transport will be provided). Document site audit.

General Administration

Actively manage all subcontractor information in accordance with Audit requirements and ensure information is current.

Health and Safety

Participate in the design/ development/ review/ implementation and monitoring of the departmental safety plans for each year Participate in safety forums created by the company for example safety meetings and safety talks Report all safety incidents to the relevant people Discuss all safety incidents Follow-up on any activities assigned through safety meetings / committee / representative /management Attend safety education and refresher programs Comply with safety policies and procedures at the workplace Distribute safety information as and when required

Minimum Requirements

Qualification and Experience

Grade 12 / Matric Equivalent A relevant Tertiary Qualification with a preferred Diploma in Office Management / Training Administration Minimum 2-3 years experience in administration and Health & Safety exposure Certificate in Health and Safety qualification or equivalent would be an advantage Basic Health & Safety Regulations and Compliance knowledge advantageous

Skills and Attributes

Intermediate Computer Literacy (Google Workspace / Microsoft Office) Understanding the organizational environment Understanding the organization's goals and objectives Dealing with changing circumstances Supporting and working with others Delivering objectives Dealing with complexity Acting professionally Delivering great customer service * Sharing and cooperating