Job description : Purpose Reporting into the Superintendent Investigations and Intelligence, the Administrative Assistant is accountable to administer, organise and coordinate all office-related documentation and systems ensuring that data storage and retrieval requirements are up to date and functional at all times.
Key Accountabilities and Challenges · Operate within and observe all relevant and applicable laws of Panama. Maintain HSE standards and ensure strict compliance within the area of operation.
Support the Superintendent in effective information gathering and records management for the Security department. · Ensure efficient and effective management of all administrative functions.
Assist in the preparation of reports and data analysis tools. · Consistently deliver the main KPI's of efficiency and accuracy.
Maintain an electronic and physical storage of data and files for ease of access and retrieval. · Maintain efficient systems to provid quality administrative services to the Security department.
Provide high quality support to the Superintendent including the provision of information, communications and stakeholder management.
Prepare meeting minutes, meeting notes and internal support materials. Undertake Security office administration duties including, but not limited to : Stocktake and order supplies as required.
Generate and distribute memos, paperwork, forms and other forms of documentation.Maintain contact lists and other regular reports as requested.
Provide support and liaise with internal and external clients.Reconcile and submit expense reports.Send / receive maintenance request orders, materials request orders and receive / check deliveries.
Monitor and ensure authorised access, taking measures to guarantee the investigation of suspicious activities, unauthorized access and other security related matters.
Liaise with peers to share and standardise processes within the department. Identify and implement tasks to constantly improve the efficiency of the office functions.
Ensure accurate and open communication and co-ordination with a range of individuals across the business. · Control, report and reduce operational costs, and ensure cost consideration taken with all decisions.
Embrace the FQM Way culture of - "Bolder, Smarter, Driven, Together." · Perform any other duties as assigned by the Superintendent or Manager.
Skills, Knowledge & Experience · Education · Diploma in Administration or related field. · Database skills highly regarded.
Knowledge of office standards and best practices. · Skills · Excellent interpersonal skills. · Strong ability to work in a "team" environment.
Excellent verbal and written communication skills. · Excellent organisational skills. · Meticulous attention to detail.
Understanding of the basic principles of intelligence and investigative procedures and the confidential nature of the information collected.
Ability to assess and prioritise tasks. · Computer fluency essential with emphasis on MS Office programs. · Ability to maintain self-discipline within a stressful environment.
Experience · Minimum 2 years? experience in a similar role. · Experience in a security environment highly regarded. · Language Fluency in Spanish is required and English proficiency highly regarded.
Behaviours · Quality orientation. · Driven for results. · Energetic. · Planning and Organising. · Follow up. Working Conditions Cobre Panama is a remote site.
The position is offered as Residential BIBO Safety and Environment · Participate and contribute to safe practice and environmental awareness.
Ensure all Safety and Environmental incidents are addressed & reported promptly. · Demonstrate personal commitment in regard to safety and environmental practices.
Identification of potential hazards and action that is appropriately taken. · Maintenance of a high standard of efficiency, safety and effectiveness.
Raising, discussion and resolution of safety issues at regular meetings